DESCRIPTION
Executive Assistant to President Marc Routh at Broadway Asia International.
Company Overview: Broadway Asia, a prominent international producing, general management, and licensing firm founded by Tony Award-winning producers Marc Routh and Simone Genatt, is expanding. We are seeking an experienced, dynamic, and detail-oriented Executive Assistant to support our President, Marc Routh, and General Management team, along with the day to day administrative operations of our New York City office.
Role Summary: The Executive Assistant will play a critical role in managing the President’s and Senior General Manager’s day-to-day activities, business projects, and marketing initiatives. This role requires a proactive theater professional with technical and managements kills, and excellent organizational expertise.
Essential Duties and Responsibilities:
Executive Support:
• Assist Tony Award winner and Global Producer Marc Routh with business projects, budgeting strategies, and personal projects.
• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients;
• Maintain calendar and daily schedule;
• Coordinate and Book Travel Arrangements: Handle all aspects of travel planning, including booking flights, arranging ground transportation (e.g., car rentals, taxis), and securing accommodations (e.g., hotels, rental properties) for executives and staff.
• Manage Travel Itineraries: Prepare and distribute detailed itineraries that include flight schedules, accommodation details, transportation arrangements, and important contact information. Ensure all travel arrangements align with schedules and preferences including any visa applications and other required travel documentation.
• Manage the President’s calendar and daily schedule.
• Perform clerical duties such as data entry, minute-taking, and file management.
• QuickBooks Knowledge: to integrate production budgeting skills and activites
• Manage Financial Transactions: Utilize QuickBooks to track and record travel-related expenses, ensuring accurate and timely financial entries, and integration with management personnel on production work.
• Expense Reporting: Prepare and reconcile expense reports related to travel, ensuring that all expenditures are documented.
• Budget Tracking: Assist in monitoring and managing travel budgets, providing insights and reports on travel expenses and budget adherence.
• Serve as the main office contact for general inquiries via phone, mail, and email.
• Oversee office management, including liaising with vendors and IT.
• Maintain a clean and organized office environment.
• Manage office supplies, snacks, and handle mail and deliveries.
• Administrative Support:
• Uphold a strict level of confidentiality and professionalism
• Integrate closely with office staff and colleagues on behalf of the President of the Company.
Requirements:
• Bachelor’s degree or equivalent experience in an administrative arts environment.
• At least 1 year of experience in a similar role, preferably in the theater industry.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and Adobe Acrobat
• Knowledge of QuickBooks preferred
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Excellent problem-solving abilities and the ability to work well under pressure.
• Proactive, detail-oriented, and self-motivated.
• Knowledge of ppt and video editing is a plus.
Schedule & Application: This is a full-time position (10am-6pm, 40 hours per week) with access to benefits. To apply, please submit a cover letter and resume (PDF format) with “Executive Assistant Application” in the subject line to
[email protected] Salary: $800 will depend on candidate’s qualifications with significant growth opportunities
DURATION
Sep 11, 2024 -
SALARY
$850.00 – $850.00
per week
