Program Assistant

Location
Washington D.C.
Posted
May 04, 2017
Closes
Jun 08, 2017
Function
Administrative
Industry
Nonprofit
Hours
Full Time

Responsible for a wide range of administrative, logistical, and programmatic support for the Director of Education Programs and Productions and the Director of Education Activation and Engagement.  Also provides general administrative support for the Education Program and Productions team, delivering a variety of services that ensure the efficient operation of the team and advancement of education programs.

The assistant interacts with all levels of staff, artists, arts leaders, business leaders, and patrons, sometimes under pressure, remaining flexible, proactive, pleasant, resourceful and efficient, with a high level of professionalism.  Assistant must work independently with minimal supervision, be well-organized, flexible, and enjoy general office work. Excellent written and verbal communication skills and attention to detail are essential. 
 

Duties and Responsibilities:

70%    Administration and Logistics

General Administration - Assists with administrative functions and provides clerical and logistical support to the Director of Programs and Productions and the Director of Activation and Engagement including, but not limited to, responding to requests for information; ensuring effective, accurate, and timely communications within the institution, with patrons, and with independent contractors; preparing and keeping current financial information, processing contracts, requisitions, purchase orders, and preparing minor financial reports; keeping files and records current and organized; maintaining distribution lists, and databases; collecting and tabulating data from various sources; designing, writing, editing, and proofreading materials; taking, editing, and distributing meeting notes;  researching and drafting written/presentational materials for the Directors, creating professional-level materials that require minimal editing prior to presentation.

Program Logistics - Organizes the technical, logistical, and registration needs for select Programs and Productions events, meetings, workshops, trainings, and conferences including timely and accurate communication with presenters and participants; preparing contracts; working with Marketing & Sales department to set-up programs within the ticketing and information systems; hotel and travel arrangements; maintenance of registration lists; production of paper and digital materials (agendas, surveys, etc.); site reservation, setup, catering, etc. Serves as liaison to the Production and Facilities departments and attends weekly Production meetings. Coordinates the recording of Programs and Productions content with Production, Digital, Social Media and other required departments. Prepares travel and lodging arrangements for Programs and Productions Directors. Assists with coordinating and supporting volunteers. Coordinates outside contractors, as needed.

Serves as liaison to the Programs and Productions team in order to keep business processes on schedule and ensure that all dates, obligations, and deadlines are met.

Serves as a liaison with other Kennedy Center departments regarding Programs and Productions needs.

10%    Program Development and Support

Assists with the research and development of Programs and Productions initiatives. Conducts research on artists and artistic issues and trends. Captures, collates, and distributes articles and information related to Programs and Productions areas of interest from various media platforms. Researches and reports on the state of the field.                      

10%    Marketing & Communication

Assists in compiling and synthesizing information on programs and special events to produce briefings, reports, and publications; assists with the development, design, and dissemination of digital resources; assists with social media efforts for programs and activities across the Programs and Productions team and generates social media content and announcements; Researches target groups for marketing and outreach efforts. Reviews marketing materials for accuracy. Prepares supplemental marketing materials for programs and oversees distribution.                   

5%      Other Projects and Programs

Assist with office and departmental activities, conferences, events, projects and programs as needed. As well as with other special projects and programs related to the Programs and Productions team.

5%      Staffing & Support

Assists in the hiring, training, and supervision of Programs and Productions intern; assists in the supervision of volunteers. As onsite staff during events, Assistant provides support for artists, presenters, and patrons; is a liaison for Production and House Management; supervises volunteers; ensures the smooth execution of the event and troubleshoots issues as they arise.

Education/Experience

  • Bachelor’s degree or equivalent experience in a performing arts or education related field.  Two years of experience in general office administration and program planning/implementation, preferably within a performing arts organization.

Minimum Skills and/or Knowledge Required

  • Working knowledge of production and logistical requirements for live events.
  • Strong customer service and interpersonal skills. Good telephone and email etiquette and professional demeanor while interacting with internal personnel, presenters, participants, artists, and the general public. Ability to build effective relationships within the organization.
  • Must be highly organized, self-motivated, nimble, team player, work well under pressure, and be able to organize and prioritize multiple tasks. Must be able to synthesize information from disparate sources into a unified whole. Must be able to work quickly and efficiently while maintaining quality and accuracy. Excellent writing, editing, and communication skills.
  • Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Access) and social media platforms (Facebook, Twitter, YouTube, etc.).

The John F. Kennedy Center for the Performing Arts is a world premiere performing arts organization and our nation’s cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion.