Administrative Assistant, Programming
This Administrative Assistant works with the Programming team, and the Office of Special Programming, Jazz, Hip Hop and Contemporary Music, Fortas and Classical New Music, and Comedy, to support the production of original programming and the presentation of touring artists.
Duties and Responsibilities:
25% Coordinates day-to-day operations of all internal Kennedy Center systems for the programming department (KC Master, Lawson, Arts Vision), as well as any other key systems to ensure the smooth operation of the department. Communicates internally and externally regarding confirmed programming through confirmation and contracting process, gathers and distributes marketing and production materials. Generates confirmation emails to artists. Helps with contracting and maintains contact lists.
20% Organizes and schedules appointments and meetings. Receives RSVPs for select meetings and events. Attends and minutes all programming department organized meetings (programmers meeting, internal meetings) and ensures necessary cascade to aid quality information flow. Attends designated meetings in Director’s absence to ensure that action items are noted and the Director is kept abreast of developments.
15% Acts as liaison to the Programming team in order to track return of contracts, deposits, payments and other business processes on schedule and to ensure that all dates, obligations, and deadlines are met.
15% Acts as a day-to-day liaison point for the programming department with other key internal departments including finance, marketing/press, front and back of house including reporting sales to artist representatives and making ticket requests to box office. Responsibilities include but not limited to photocopying, faxing and filing. Coordinates and maintains records for programming department. Creates and modifies various documents using Microsoft Office. Writes and distributes email, correspondence memos, letters, faxes, thank you notes and forms. Proofs and circulates advertising collateral and concert programs including artist bios. Assists with preparation of regularly scheduled budget to actual project reports.
10% Schedules travel and hotel arrangements.
10% Researches and develops new programming ideas, drafts creative briefs and other materials creating professional-level materials that require minimal editing prior presentation.
5% Manages department calendar and the sharing and releasing of date holds. Helps establish available date inventory for projects. Works internally to challenge date holds and gain date releases when necessary.
- Bachelor’s Degree required or equivalent experience
- 0-2 year professional experience in arts organization
Minimum Skills and/or Knowledge Required:
- Strong interpersonal skills and the ability to interact with a variety of internal and external constituents
- High-level organizational skills that reflect the ability to perform and prioritize multiple tasks
- Excellent attention to detail
- Exceptional written communication skills
- Strong decision-making capability
- Demonstrated ability to work as a team player as well as the ability to work independently to both anticipate the SVP’s needs and pre-empt problems
- Knowledge of and interest in the performing arts
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
The John F. Kennedy Center for the Performing Arts is a world premier 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.