TITLE: Administrative Assistant
JOB TYPE: Part Time
SALARY RANGE: $20/hr.
TO APPLY: Please email your resume and cover letter to office@theatricum.com. This position is open until filled.
JOB OVERVIEW: Administrative Assistant (AA) shall support the administration of Will Geer Theatricum Botanicum (WGTB) under the direction of the Managing Director, Artistic Director and Office Manager. He/she/they shall have knowledge of procedures and general business management techniques as he/she/they intersects with and supports all departments of the theatre including, but not limited to the Repertory, Special Performances, School Programs, Academy of the Classics, Development, Marketing, and others.
SKILLS REQUIRED: The ideal candidate works well in a busy environment and under deadline pressure. Excellent writing and communication skills, basic accounting skills and multi-line phone experience. Candidates must have work schedule flexibility.
ADMINISTRATIVE ASSISTANT RESPONSIBILITIES
General Office
- As the hub of WGTB communication, the AA handles phones and distribution of calls to proper department heads, program managers, management teams, and other staff.
- Organizes all aspects of the main administrative office including, but not limited to:
- Pick up and distribution of mail from PO and road boxes
- Acceptance/storage of incoming packages (i.e. Fed Ex, messenger, etc.) and distribution of accompanying receipts to appropriate department head and/or program manager
- Distribution of paychecks
- Maintenance of administrative filing systems, with support and supervision of Office Manager.
- Pitch in with the team to keep offices clean and orderly, including recycling, and other duties as needed.
- Attends and takes/distributes minutes at all Staff Meetings
Bookkeeping/Accounting
- Processes weekly union and non-union payroll.
- Makes bank deposits, under the supervision of Office Manager.
- Assists Office Manager with data entry and distribution of Quick Book reports as requested by Program Managers, department heads and staff
- Assists Office Manager in accurately attributing income and expenses to the correct line items in Quick Books
Marketing/Sales
- Assists, as needed, in Repertory, Academy, School Programs, and
Fundraising bulk mailings
- Works with Office Manager to issue and distribute ticket donations
QUALIFICATIONS
- AA Degree preferred but not required
- 3 years working in an administrative environment
- Strong organizational skills
- Strong written and verbal communication skills
- Proficient in Microsoft Office, Google Workspace and QuickBooks.
TERM / SCHEDULE
This is a part-time position, with expectations of 1-2 days a week on site in Topanga, California. This shall be based upon a 12-hour work week with a base schedule to be determined. This schedule may be adjusted to accommodate WGTB events outside of the regular work day that AA may be asked to attend. The first 3-months of employment shall be considered a trial period after which AA shall meet with Managing Director, Artistic Director and Office Manager to discuss continuation of employment.
COMPENSATION AND BENEFITS
The hourly compensation rate is $20/hr. This hourly rate shall be paid to the AA weekly and processed approximately each Tuesday and distributed approximately each Friday. The AA is not approved for overtime pay. Raises in pay may be offered after performance reviews which will be completed by the Managing Director at the end of each calendar year.
After a waiting period of 30 days, WGTB shall offer AA the use of paid sick days to 24
hours or three days in each 12-month period of employment. These hours are intended for health-related events and can be used to support the care of an ill loved one/dependent. If requested, employee will provide documentation of appropriate use of sick leave. Sick leave does not accrue/roll over at the completion of each 12-month period. Used sick leave must be tracked and reported on weekly timesheets. AA is not entitled to any end of the year compensation for unused sick leave.