ABOUT ARENA STAGE

Arena Stage was founded August 16, 1950 in Washington, D.C. by Zelda Fichandler, Tom Fichandler and Edward Mangum. Over 65 years later, Arena Stage at the Mead Center for American Theater, under the leadership of Artistic Director Molly Smith and Executive Director Edgar Dobie, is a national center dedicated to American voices and artists. Arena Stage produces plays of all that is passionate, profound, deep and dangerous in the American spirit, and presents diverse and ground-breaking work from some of the best artists around the country. Arena Stage is committed to commissioning and developing new plays and impacts the lives of over 10,000 students annually through its work in community engagement. Now in its seventh decade, Arena Stage serves a diverse annual audience of more than 300,000.

JOB DESCRIPTION

The Department Assistant, Marketing & Communication, will act as the prime point of contact for Arena Stage’s Marketing & Communications department and perform all administrative tasks for the department as required by the Chief Marketing Officer (CMO), including, but not limited to, processing expenses and invoices, monitoring and tracking the departmental budget, maintaining and updating calendars, mailing, faxing, photocopying, taking and distributing meeting notes and minutes, as well as any other administrative duties that are necessary to support the department members in a busy office environment. She/he/they will also provide primary administrative support to the CMO, providing assistance with various tasks including, but not limited to, submitting expense reimbursement forms, coordinating business travel, disseminating reports, scheduling meetings, checking and responding to telephone/e-mail messages as requested, etc.

DUTIES & RESPONSIBILITIES

Day-to-day responsibilities include, but are not limited to:

  • Monitoring the departmental budget and maintaining up to date accounting records, maintaining and updating departmental calendars, functioning as the general point of contact for the department, and providing primary administrative support to the Chief Marketing Officer (including submitting expenses, booking travel, scheduling meetings, monitoring e-mail and voicemail, etc.)
  • Drafting media & marketing copy, or assisting department staff as needed with press releases, media advisories, articles for the web, meeting agendas, meeting minutes, creating PowerPoint presentations, etc., as necessary or required
  • Assisting the department with media monitoring and research, maintaining media logs, organizing press clippings, compiling project binders, etc., as necessary or required
  • Managing and processing timesheets for the Marketing & Communication department, and other data entry as required
  • Assisting team members with media relations, marketing, graphics, and publication needs, including sourcing images and video, disseminating press releases, directing media to appropriate sources, providing support on photo/video shoots, and researching/maintaining media lists, as required
  • Working closely with intra- and inter-departmental staff and vendors to coordinate traffic and production, as required
  • Monitor Arena Stage’s media and marketing telephone lines and e-mail mailboxes, and distributing messages to the appropriate member(s) of the Marketing & Communication team or as directed by the CMO
  • Compose, type, proofread, distribute and copy memos, reports and other documents, as required
  • Maintain files on a variety of subjects including, but not limited to, inter- and intra-departmental projects, news releases, etc., and other administrative duties as assigned
  • Becoming cross-trained on other administrative and marketing duties
  • Coordinating with the Business Office to order, pick up, and/or distribute supplies as requested
  • Willing to be available as emergency contact after business hours, on holidays and weekends, as required
  • Other duties as required and deemed necessary by the CMO, with the understanding that projects and responsibilities may be changed or added at supervisor’s discretion

SKILLS & QUALIFICATIONS 

  • Education: BA, BS or equivalent
  • Experience: two or more years of related experience in general administrative skills

Knowledge Requirements:

  • Ability to follow and report on theater and cultural trends as reported in the media and in social media, instituting and systematizing media monitoring as requested
  • Ability to maintain good working relationship with the public, employees, and department staff
  • Knowledge of and experience with IBM-compatible computers, word processing software, and other office equipment
  • Working knowledge of MS Office Suites, including Microsoft Word, Excel, PowerPoint and Adobe Acrobat
  • Ability and willingness to work flexible hours, long days and weekends, if required

Skills Requirements:

  • Ability to accurately type 60 words per minute
  • Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information
  • Ability to maintain confidentiality of files or other documents
  • Strong inter-personal communications skills
  • Ability to work rapidly and meet deadlines under pressure
  • Proficiency in word processing and database computer programs, as above, and basic proficiency in photo and video editing using programs such as Windows Movie Maker, iMovie, etc.
  • Dexterity with commonly used digital marketing tools and platforms, such as Google Drive, Dropbox, Canva, Asana, Basecamp, etc., and the willingness to learn new programs used at Arena, including, but not limited to, Wordfly for email marketing, and the Tessitura Database Management System
  • Ability to operate digital and/or 35mm cameras to conduct photography and/or videography to provide multimedia support as needed

ADDITIONAL INFORMATION:

  • Must be a legal resident of the United States and be able to provide proof of authorization to work in the United States
  • Ability to travel as/when necessary
  • Must be available, if needed, as emergency contact after business hours, on holidays and weekends
  • Ability and willingness to work flexible hours, long days and weekends, if required

 

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