Special Assistant to the Artistic Director, American Repertory Theater

The Special Assistant provides high-level administrative support to the Artistic Director and Artistic Office.

Harvard University

School/Unit
American Repertory Theater

Job Function
Arts

Time Status
Full-time

Schedule
Mon. – Fri, frequent evening and weekend work

Department
Administration

Salary Grade
056

Union
00 – Non Union, Exempt or Temporary

Duties & Responsibilities
The Special Assistant provides high-level administrative support to the Artistic Director and Artistic Office, working to independently problem-solve and manage a wide range of complex artistic management initiatives. The Special Assistant is responsible for developing effective systems for managing the Artistic Director’s administrative needs, proactively setting priorities and anticipating the needs of the Artistic Director in order to execute key goals and projects. He/she performs other duties as required to ensure the smooth operation and responsiveness of the Artistic Office and ensures that all matters are addressed in a professional and timely manner and coordinated with key constituents, both internally and externally.

The Special Assistant manages schedules, maintains multiple appointment calendars, processes financial transactions and travel arrangements for the Artistic Director. He/she manages the Artistic Director’s complex calendar responding quickly and efficiently to a high volume of scheduling requests and changes, showing significant independent judgment in identifying and resolving potential conflicts; reviewing, researching, and investigating requests for the Artistic Director’s time and recommending alternatives. The Special Assistant is solely responsible for managing and reconciling the Directorate Budget on behalf of the Artistic Director. He/she exercises independent judgment with regard to all of the Artistic Director’s spending, including travel and discretionary expenses.

The Special Assistant serves as the “Chief of Staff” for the Artistic Director, communicating key priorities to staff, and acting as an advisor and a liaison between the Artistic Director and staff. He/she works intimately with other senior and executive level staff at the A.R.T. to identify, articulate, and implement best practices and key priorities on behalf of the Artistic Director. He/she attends internal and external meetings and updates the Artistic Director on matters of significance.

The Special Assistant composes, edits and proofs internal and external written communications on behalf of the Artistic Director, including a variety of digital and print copy, including, but not limited to, website content, event invitations, and brochure copy. He/she prepares materials for interviews, articles, and/or other documents for publication or presentation, while maintaining a close eye on integration and communications strategy.

The Special Assistant independently manages communications with internal and external stakeholders, while managing shifting priorities. He/she serves as the primary point of contact for the Artistic office; representing and managing strategic communications of the Artistic Director with community partners, public figures, artists, donors and Trustees of the theater, as well as a wide range of Harvard contacts including deans, faculty, senior administrators, alumni and students and meeting with these constituents on the Artistic Director’s behalf. The Special Assistant assists the Artistic Director to cultivate and develop the most effective and productive artistic relationships with the theater’s expansive roster of artists. He/she engages with the local artistic community, serving as an ambassador the theater on behalf of the Artistic Director.

In addition to his/her work for the Artistic Director and the Artistic Department, the Special Assistant is responsible for developing and delivering the A.R.T.’s comprehensive fall, spring and summer internship programs. He/she coordinates the placement of students in departments at the A.R.T. as well as providing supervision, leadership and direction for students throughout the duration of the program.

Basic Qualifications
College degree or equivalent and three to five years of experience in positions with increasing levels of responsibility and independence. Strong experience working with and supporting senior/executive level staff. Outstanding interpersonal, oral and written communications skills are essential. Organization and attention to detail are critical. Experience with Harvard is preferred but not necessary.

Additional Qualifications
This job requires the ability to work in a “face-paced” environment where demands may need to be reprioritized frequently and multiple tasks handled simultaneously under tight deadlines. A high level of professionalism and confidentiality is required and candidates must be resourceful and efficient. The job requires the ability to work well with a team but also to make decisions independently. It is essential to exercise discretion and judgment in areas of responsibility including anticipating the needs of the Artistic Director. It is necessary to bring to the position a creative approach to problem solving and the ability to think independently, take initiative, and the ability to prioritize and juggle multiple tasks under tight deadlines.

Pre-Employment Screening
Identity

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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