Artistic Administrator & Assistant to the Artistic Director

The Artistic Administrator & Assistant to the Artistic Director supports the daily operations and long-term planning of the Artistic & Production Department, serving as a key liaison among Artistic staff, the General Manager, Company Manager, Production Manager, and Company Artists. This role manages a wide range of administrative functions, including the coordination of rehearsal schedules, casting documents, and departmental communications. The position also provides high-level support to the Artistic Director by overseeing internal and external communications, managing the Artistic Director’s calendar, drafting talking points and written materials, and ensuring timely, professional correspondence. With responsibilities spanning artist logistics, visa coordination, union compliance, and event support, this role is central to maintaining the efficiency, clarity, and professionalism of the Artistic Office.

DUTIES AND RESPONSIBILITIES
include but are not limited to the following. Other duties and responsibilities may be assigned.
Artistic Operations and Company Administration
• Create, post, and update daily rehearsal schedules, casting, and role responsibility documents for Company Artists.
• Maintain and enhance the Company Artist SharePoint to support clear communication between Artistic staff and dancers.
• Assist with managing shared departmental calendars and contact lists.
• Coordinate the delivery of artistic content to the Advancement Department for Playbill and publicity materials; assist with proofreading.
• Collaborate with Advancement and Production teams on theater checklists and related materials.
• Apply knowledge of union contracts in daily operations and staff communications.
• Attend rehearsals, performances, and Artistic/Production meetings; provide backstage support and assist with special events as needed.
• Provide general administrative support to the department, including preparing operational documents, handling mailings and filing, and assisting with various projects and tasks as assigned.
• Proactively support departmental efficiency by anticipating needs, improving systems, and maintaining open, effective communication with team members.
• Demonstrate consistent involvement and a continuous dedication to expanding inclusivity, diversity, equity, and accessibility at the Joffrey.
Administrative Support to the Artistic Director
• Serve as the primary liaison between the Artistic Director and internal departments, Company Artists, and external stakeholders including donors, artistic collaborators, and media contacts.
• Manage the Artistic Director’s calendar, including scheduling and maintaining up-to-date records of company classes, rehearsals, travel itineraries, production schedules, board meetings, donor engagements, and relevant personal activities.
• Coordinate and maintain timely email correspondence on behalf of the Artistic Director; ensure prompt responses to all materials requiring their review or approval.
• Draft, edit, and review talking points, speeches, and remarks for public speaking engagements, ensuring alignment with the Artistic Director’s voice and intent.
• Book and manage travel arrangements and itineraries as directed.
• Reconcile the Artistic Director’s monthly company credit card ledger and ensure accurate expense tracking.
• Liaise regularly with the rehearsal team, Company Management, Artistic and Production staff, and other departments to ensure smooth communication and alignment on scheduling, logistics, and priorities.
• Maintain confidentiality and professionalism in all interactions, and proactively support the Artistic Director’s day-to-day needs with discretion and efficiency.
Contracts & Licensing
• Assist the General Manager with licensing and guest artist agreements by tracking contractual terms, managing payments, ensuring proper execution and distribution of agreements, maintaining accurate records of licenses and credits, and communicating obligations to relevant departments.
• Assist with tracking progress and eventual contracts for music rights.
Special Project Support
• Help support the administrative operations for the Nutcracker Children’s Cast, which may include developing cast materials and protocols, coordinating schedules and logistics with venues and volunteers, managing parent communications, maintaining audition databases, and supporting rehearsal and performance planning in collaboration with Artistic staff.
 

QUALIFICATIONS & REQUIREMENTS INCLUDE:
2–4 years of administrative experience, preferably within a performing arts or nonprofit environment, and familiarity working alongside artists, production teams, or within a unionized setting. A college degree in Arts Administration, Performing Arts, Communications, or a related field, or equivalent professional experience. Strong written and verbal communication skills are essential, including the ability to draft professional correspondence and talking points in the Artistic Director’s voice. Excellent organizational and time-management abilities, attention to detail, and the capacity to manage multiple priorities with discretion and professionalism. Proactive problem-solver who can anticipate needs and work collaboratively across departments. Proficiency in Microsoft Office Suite, calendar management tools, and collaborative platforms such as SharePoint or Teams, with experience in database systems. A demonstrated commitment to inclusion, diversity, equity, and access is also essential.
 

WORK SCHEDULE: This position follows a cyclical schedule that varies by season and aligns with rehearsal and performance needs. While standard hours are generally Monday through Friday, 9:00 a.m. to 5:30 p.m., evening and weekend availability is required to support performances, special events, and deadlines. Regular attendance at evening and weekend events is expected.

APPLICABLE PHYSICAL CAPABILITIES: General mobility in office, rehearsal, and backstage areas, as well as the ability to operate standard office equipment such as computers, copiers, and printers. Ability to lift items up to 20 pounds and to sit for extended periods while working at a computer. Navigate stairs and theater spaces as needed. Strong visual and auditory acuity is important for reviewing documents and communications. Excellent verbal and written communication skills are essential.