Executive Assistant / Development Assistant

Compensation

$20.00 per hour

General Job Description:
The Executive Assistant (EA) reports to the Artistic and Managing Directors and serves as primary contact for their scheduling, travel logistics, expense reconciliation, correspondence, special project and general support. Further, at the direction of the Development Director, the EA spends approximately 10-15 hours per week supporting the Development office. They are also a key liaison to the Board of Trustees. In addition, the EA assists with dramaturgical activities and provides some administrative support to the Syracuse University Department of Drama.

The description of the position in this document is representative and not exhaustive. Regular collaboration between departments and the wider organization is expected. Duties and responsibilities may shift with organizational needs.

Syracuse Stage is an Equal Opportunity Employer and stands firmly against discrimination based on race, color, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status or any other status protected by applicable law to the extent prohibited by law. Syracuse Stage acknowledges with respect, the Onondaga Nation, firekeepers of the Haudenosaunee, the Indigenous people on whose ancestral lands Stage now stands. Learn more at www.onondaganation.org.

Candidates from underrepresented groups and those who share these values and have demonstrable experience advocating for environments where all feel welcomed, respected, supported and valued are strongly encouraged to apply.

Syracuse Stage, the professional theatre in residence at Syracuse University, is accepting applications for an Executive Assistant / Development Assistant to support Administrative, Artistic, and Development departments within the company.

Specific Responsibilities:
As Executive Assistant:

1. Provide clerical and administrative assistance to the Managing Director and Artistic Director.
2. Manage the Directors’ calendars, scheduling meetings, responding to requests for meetings, etc.
3. Assist with travel arrangements and expense report preparation.
4. Prepare materials, agendas, and necessary documents for meetings.
5. Assist with dramaturgical activities including script acquisition and the coordination of local auditions.
6. Maintain a highly organized office and filing system.
7. Prepare correspondence either in draft form or final form, as directed.
8. Coordinate special projects and research as needed.
9. Oversee the preparation and distribution of companywide communications and newsletter as directed.
10. Collaborate on staff appreciation culture building activities.

As Development Assistant:

1. Board of Trustees Management – Under supervision of the Director of Development, collaborate with the Director and organization’s leadership (MD & AD) on board activities, including communications and relationship building. Direct responsibilities include:
   – Draft and distribute a weekly newsletter via email to Trustees.
   – Coordination, scheduling, set up, tear down of board, committee, and task force meetings.
   – Prepare, distribute, and archive meeting minutes, agendas, and materials.
   – Archive and maintain governance documents.
   – Other tasks as requested.
2. Development Office Procurement – maintain the inventory of paper products, postage, donor benefit items, board meeting supplies, etc.
3. In collaboration with the development team, monitor the development@syracusestage.org general inbox and take action as needed.
4. Fundraising Events – support in the planning and execution of events. Tasks are divided with the rest of the Development Office Team per event.
   – Annual fundraising event (gala)
   – Silent Auction
   – Other events to raise funds for the organization’s mission/programs
5. Donor Stewardship: Work with development staff to enhance communication with individual donors to build and strengthen relationships. This includes but is not limited to the following:
   – Individual & Institutional Giving: Issue thank you letters, administer donor benefits and assist in coordination & execution of donor appreciation events (individuals, foundations, government, & corporate).
   – Support Opening Nights and/or opening night pre/post show events.
   – Identify opportunities to grow relationships amongst current donors.
   – Maintain donor records and update as changes are communicated via pledge forms, donation
   forms, written or electronic communications (via info@syracusestage.org or development@syracusestage.org).
6. Donation Processing – Work with Development intern(s) or work study students to process donations utilizing the database system (CRM) for all gifts received.
7. Student Intern Training & Supervision – collaborate with the Development Associate and Director of Development in the design of projects for interns to assist in the department’s work when related to the Development Assistant’s responsibilities.

Miscellaneous:

1. Provide administrative support to the Syracuse University Department of Drama as needed and directed.
2. Other duties and responsibilities as become necessary.

Qualifications & Key Competencies:
In addition to a willingness to receive training, the successful candidate may be, or have:

1. Associate’s Degree in Business, Communications, Theater or related field; Bachelor’s Degree preferred.
2. Two or more years’ experience in an administrative role.
3. Strong computer literacy including MS Office and Google.
4. Experience with CRM systems a plus.
5. Demonstrated ability to handle confidential information with impeccable discretion and integrity.
6. Outstanding organizational skills and proven ability to manage multiple projects, prioritize tasks, and meet tight deadlines with accuracy.
7. Strong written and verbal communication skills, including the ability to compose, edit, and proofread high-level correspondence.
8. Strong interpersonal skills and the ability to build effective working relationships with diverse stakeholders.

Working Conditions:

1. Work is performed in and around the theater’s administrative offices, lobbies, and its backstage shops and spaces.
2. Ability to sit for long periods of time.
3. Ability to work at a computer for extended periods.
4. Ability to lift up to 20 pounds.

To Apply: Click Here
Please Include:

• Resume
• Cover Letter
• Recommended: Three (3) professional references

If you have difficulty submitting your application, please email HR@syracusestage.org or call (315) 443-9842. We ask for materials in a written form, but we invite applicants to share their application using whatever format(s) best support their ability and skillset.

About Syracuse Stage:
Founded in 1974, Syracuse Stage is the non-profit, professional theatre company in residence at Syracuse University. It is nationally recognized for creating stimulating theatrical work that engages Central New York and significantly contributes to the artistic life of Syracuse University, where it is a vital partner in achieving the educational mission of the University’s Department of Drama. Syracuse Stage’s mission is to tell stories that engage, entertain, and inspire people to see life beyond their own experience. Each season 70,000 patrons enjoy an adventurous mix of new plays, and bold interpretations of classics and musicals, featuring the finest theatre artists. In addition, Stage maintains a vital educational outreach program that annually serves more than 15,000 students from 14 counties. Syracuse Stage is a constituent of the Theatre Communications Group (TCG), the national organization for the American theatre, and a member of the Arts and Cultural Leadership Alliance (ACLA), the University Hill Corporation and the East Genesee Regent Association. Syracuse Stage is a member of The League of Resident Theatres (LORT), the largest professional theatre association in the country.

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