ADMINISTRATIVE ASSOCIATE
Key City Theatre is seeking a highly organized, detail-oriented Administrative Assistant with excellent communication skills to join our team.
This part-time position will support the Theatre’s rental and host operations and provide administrative support to the Executive Director and General Manager. The successful candidate will be comfortable managing multiple priorities, communicating with a wide range of people, and ensuring that important details move smoothly between clients, staff, volunteers, and contractors.
POSITION DETAILS
Wage: $23 per hour
Hours: 20 hours per week
Status: Part-time
KEY RESPONSIBILITIES
Rentals and Event Administration
- Respond to rental inquiries and provide clear, timely information to prospective and confirmed clients.
- Prepare rental contracts, estimates, schedules, and other event documentation.
- Maintain the Theatre’s rental and event calendars, ensuring information is accurate and current.
- Gather event details and ensure information is communicated effectively to clients, staff, technicians, volunteers, and other involved parties.
- Liaise with rental clients throughout the planning process to confirm requirements, timelines, responsibilities, and event details.
- Work collaboratively with the Key City Theatre team to create clear, detailed event communications and ensure each rental is well organized.
- Track outstanding information, contracts, payments, approvals, and event requirements.
- Assist with rental updates, changes, cancellations, and follow-up communication.
- Maintain organized electronic and paper records relating to rentals and events.
Administrative Support
- Provide administrative support to the Executive Director and General Manager.
- Assist with correspondence, document preparation, data entry, spreadsheets, scheduling, filing, and record keeping.
- Prepare and format letters, reports, contracts, estimates, meeting materials, and other documents.
- Help maintain accurate contact lists, databases, calendars, and internal records.
- Assist with general office duties and special projects as assigned.
- Provide professional and welcoming communication by email, telephone, and in person.
QUALIFICATIONS AND SKILLS
The successful candidate will have:
- Excellent written and verbal communication skills.
- Strong attention to detail and a commitment to accuracy.
- Strong organizational and time-management skills.
- The ability to manage multiple tasks, follow up on outstanding details, and meet deadlines.
- Proficiency with Microsoft Word, Excel, email, shared calendars, and other common office software.
- Experience preparing professional documents, spreadsheets, estimates, or contracts.
- The ability to communicate clearly and professionally with clients, staff, volunteers, contractors, and community members.
- The ability to work independently while contributing positively to a collaborative team.
- Good judgment, discretion, and an understanding of confidentiality.
- A friendly, calm, and professional approach to customer service.
Previous experience in administration, event coordination, venue rentals, hospitality, theatre, arts, or nonprofit organizations would be considered an asset.
WORKING AT KEY CITY THEATRE
The Administrative Associate will be part of a collaborative team committed to providing excellent service to rental clients, artists, audiences, volunteers, and community partners.
The role requires someone who enjoys creating order from many moving pieces and understands that accurate, detailed communication is essential to the success of every event.
Key City Theatre values diversity and encourages applications from people of all backgrounds, identities, abilities, and lived experiences.
HOW TO APPLY
Please submit a résumé and cover letter outlining your relevant experience and interest in the position to [email protected]
Competition closes August 21. Only those selected for interviews will be contacted.
Position to begin September 21
Only candidates selected for an interview will be contacted.
Pay: $23.00 per hour
Work Location: In person
