Executive Assistant

Executive Assistant

New York Theatre Workshop seeks a highly organized Executive Assistant to support the Artistic Director and Managing Director. This role sits at the center of NYTW's Executive department, managing schedules and correspondence and collaborating on Board-related work, ideal for someone who is interested in the administrative and artistic sides of non-profit theatre administration and management. The ideal candidate is a proactive problem solver who exercises sound judgment, maintains confidentiality, and builds strong relationships across staff, artists, Board members, and donors.

• Coordinates the schedules for the Artistic Director and Managing Director, including purchasing tickets, booking reservations, and collaborating with external and internal stakeholders and community members on planning meetings.
• Manages travel, phone lines, contacts, meeting preparation and correspondence for the Artistic Director and the Managing Director. Reconciles both credit card statements.
• Tracks and executes action items and supports projects and long-term departmental and organization-wide planning on behalf of the Artistic Director and Managing Director and in collaboration with the Chief of Staff.
• Assists Chief of Staff, Managing Director, and Development team members in coordinating quarterly Board of Trustees' meetings and Board Committee Meetings including scheduling, preparing meeting materials, agendas, and meeting minutes.
• Supports Chief of Staff with communication, engagement, and materials for Board of Trustees governance and relations.
• Collaborates with Development Department on special events, grant review processes, and tracking and initiating of the Artistic and Managing Directors' donor, prospect, Board, artist and constituent relationships.
• Supports Chief of Staff in setting up, organizing agendas, preparation, and scheduling for monthly all staff meetings and any staff events or trainings. Takes notes at Senior Leadership Team meetings and All Staff Meetings as needed.
• Supports the Artistic Director and Managing Director on-site at NYTW whenever the leaders are in the office.
• Provides backup reception coverage as needed, including answering phones, greeting visitors, directing inquiries, and maintaining efficient front desk operations.

• You're committed to equity, diversity and inclusion in all aspects of your work.
• You have a passion for theatre and a desire to build meaningful connections between adventurous theatregoers and visionary artists. A working knowledge of the New York theatre world is a plus.
• You have prior office, scheduling, stage management, or assisting experience, and an interest in the management of not-for-profit cultural institutions.
• You are committed to open and honest communication while also using tact and discretion, and you have the ability to maintain confidentiality.
• You have strong written and verbal communication skills.
• You build strong, collaborative relationships with artists, staff, Board members, and donors alike.
• You are organized and detail-oriented, taking pride in creating and maintaining efficient processes and systems.
• You exercise perceptive judgment and thoughtful prioritization in your decision-making, and you're a proactive problem solver who can work both independently and collaboratively.

The Artistic Director and Managing Director are the leaders of NYTW, and this role reports directly to both of them. The Directors manage all of NYTW's departments and oversee a wide range of artistic and administrative projects and initiatives. They are simultaneously responsible for the day-to-day realities of running an Off-Broadway theatre company and keeping a forward-looking eye on the big picture.

The Chief of Staff manages Board relations and governance for NYTW and serves as its primary project manager. The Executive Assistant works closely with the Artistic Director, Managing Director, and Chief of Staff to accomplish institutional objectives and to streamline communications between the Executive department and vital NYTW constituencies including the staff, Board of Trustees, supporters, artists and other…