Wolf Trap Foundation for the Performing Arts presents leading artists in Rock, Pop, Indie, Jazz, Broadway and Classical at the 7,028 capacity amphitheater The Filene Center, located in America’s only National Park for the Performing Arts, as well as Rock, Pop, Indie, Jazz, Folk, World, Cabaret, and Comedy at the 382 capacity theatre The Barns at Wolf Trap located next to our Center for Education.
We seek an experienced Assistant to provide administrative support to our Program and Production department. The Assistant is responsible for implementing administrative systems, procedures and policies, and monitoring projects. Duties include contract review, scheduling, coordination of meetings, financial record keeping and payroll, ordering supplies, providing front desk coverage, and working on special projects.
DUTIES AND RESPONSIBILITIES:
Provide general administrative support to the department.
Develop and implement administrative systems, procedures and policies, and monitor projects.
Maintain department calendar, schedule and document internal and external meetings.
Review, amend and process all Artists’ contract and riders in consultation with Assistant Director before submitting to Vice President.
Assist Assistant Director in the hiring paperwork and weekly payroll for all seasonal staff and contracted unions.
Code and process all purchase orders, bills and invoices, assist Assistant Director in revenue and expense tracking.
Maintain and continuously update databases and digital archives for Filene Center and Barns performances.
Order and maintain all department office supplies.
Provide travel coordination and expense reconciliation for department.
Report box office information to trade publications. Track artist sales in other markets.
Calculate and submit quarterly reports to all industry royalty organizations.
Screen and route all incoming calls and mail for the department.
Perform other duties as assigned.
Front Desk Coverage
Serve as part of a pool of support staff to provide front desk coverage; welcome and assist visitors to the Center for Education.
Maintain security procedures by having all visitors sign in and issue volunteer visitor badges.
Screen, route and respond to general phone inquiries.
Accept packages and notify appropriate staff person or department; provide access to loading dock for deliveries.
EDUCATION AND EXPERIENCE:
Associate’s degree preferred; minimum two years’ relevant administrative experience required
Background in the arts and understanding of contracts preferred
Wolf Trap Foundation for the Performing Arts is an Equal Opportunity Employer.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Broad interest in the performing arts and concert industry
Advanced skills with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Access) and File Maker
Technical writing and reading skills
Highly organized with the ability to handle highly confidential and sensitive information with discretion
Strong attention to detail and commitment to accuracy
Self-starter, and team player with effective problem solving skills; experience with and ability to anticipate and execute on needs
Outstanding time management skills, with evidence of overseeing, prioritizing and executing multiple deadlines in a fast-paced, demanding environment
Ability to work limited evening and weekend hours when needed, generally during the summer season
Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts
About Wolf Trap Foundation for the Performing Arts
Wolf Trap Foundation for the Performing Arts, a 501(c)(3) nonprofit, produces and presents a full range of performance and education programs in the Greater Washington area, as well as nationally and internationally. Wolf Trap features three performance venues, the outdoor Filene Center and Children’s Theatre-in-the-Woods, both located at Wolf Trap National Park for the Performing Arts, and The Barns at Wolf Trap, located down the road from the national park and adjacent to the Center for Education at Wolf Trap. The 7,028-seat Filene Center is operated in partnership with the National Park Service and annually showcases an extensive array of diverse artists, ranging from pop, country, folk, and blues to classical music, dance, and theatre, as well as multimedia presentations, from May through September. The Barns is operated by the Foundation year round, and during the summer months is home to the Grammy-nominated Wolf Trap Opera, one of America’s outstanding resident ensemble programs for young opera singers. Wolf Trap’s education programs include the nationally acclaimed Wolf Trap Institute for Early Learning Through the Arts, Children’s Theatre-in-the-Woods, a diverse array of a...rts education classes, grants, and a nationally recognized internship program that was included in Bloomberg BusinessWeek’s 2009 List of “Best Places to Intern.”