Description

The Administrative Assistant will be responsible for much of the business office organization tasks of Black Hills Community Theatre (BHCT) and be responsible for day-to-day communications coming into the office, depositing and recording donations, etc. The Administrative Assistant will also assist BHCT staff with various tasks including the Executive Director, Development and Marketing Manager, Artistic Director, and Education Director.

I.                   General Office Administration

a.      Answer phones, check phone messages, check general email inquiries and direct inquiries to appropriate staff.

b.      Pick up and deliver BHCT mail, open and distribute to appropriate parties.

c.       Make deposits and provide bookkeeper accurate records for donations, and other payments.

d.     Create gift certificates on request.

e.      Monitor and replenish office supplies and keep branded materials in stock (envelopes, business cards, name tags, etc.).

f.        Maintain databases and lists for donor and volunteer mailings.

g.      Maintain current Board of Directors and staff contact lists.

h.      Prepare materials packet for monthly board meetings.

i.        Regularly maintain rehearsal space, conference room, & backstage fridge.

II.                Support to Artistic Director

a.      Assist in procurement of rental and royalties contracts for shows.

b.      Prepare audition materials and recruit volunteers to run audition check-in.

c.       Update actor list from audition forms.

d.     Assist with creation and printing of special event programs.

e.      Order/coordinate occasional volunteer meals.

f.        Assist with designer purchases and receipts.

g.      Register for parades/community events.

III.             Support to Development and Marketing Manager

a.      Assist in keeping website content up-to-date and posting content to social media (Facebook and Instagram).

b.      Submit current show information to online events calendars.

c.       Assist with bulk mailings of marketing materials (season brochures, show postcards, Holiday Gala invites, etc.) and fundraising letter mailings.

d.     Process and keep accurate records of all donations (sponsorships, annual appeals, grants, et. al.).

e.      Generate thank you letters to all donors.

f.        Send email invitations to preview nights to schools, sponsors, etc.

g.      Assist with creation of Playbills for mainstage shows and Holiday Gala.

IV.             Support to Education Programs

a.      Assist with creation and printing of educational programs.

b.      Assist in overseeing concessions sales for Cherry Street Players productions.

c.       Order t-shirts for Summer Camps, etc.

Requirements

time constraints and deadlines, have excellent interpersonal skills, and be highly organized. 

The ideal candidate will have:

a.      A bachelor’s degree, plus 2-3 years’ experience in a clerical position –or – equivalent combination of education and experience.

b.      Strong interpersonal communication, customer service, time management and organization skills.

c.       Strong computer skills including MS Word, Excel, social media, platforms, etc.