General Management Office Assistant

at  Alley Theatre

REQUIREMENTS (SKILLS AND KNOWLEDGE):

• Detail oriented.
• Exhibits a positive attitude with good communication and interpersonal skills.
• Ability to be self-directed and take initiative.
• Ability to maintain a high-level of confidentiality.
• Ability to work in an open office environment.
• Understanding of historical and institutional racism in the American theatre, or a commitment to learning, and to be a part of Alley Theatre’s efforts to be an anti-racist organization
• Familiar with Microsoft Office including MS Word and Excel

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift and move 25 lbs.
• Must be comfortable working in an environment where directions and priorities can change rapidly.
• Typical hours are during the day, but the position may require the flexibility to be available for weekends, holidays and evening work hours as needed.

• Track, prepare, and submit payment requests for all fees, invoices, and reimbursements for contract workers.
• Process reimbursements and vendor payments for all travel and housing invoices.
• Submit union pension, health, and dues payments for AEA, SDC, USA, and AFM
• Assist the General Management department compile and prepare contracts for signature.
• Assist with payroll tracking and processing.
• Communicate regularly with artists, agents, and vendors regarding payments and reimbursements.
• Post and distribute AEA Media Notices
• Assist in compliance with AEA, SDC, and USA and respective collective bargaining agreements.
• Assist Associate General Manager with regular updates and maintenance of Producing Process
• Assist with the General Management and Artistic budgets, including reconciliation and reforecasts.
• Manage the General Manager’s calendar and schedule inter-departmental meetings.
• Record and distribute meeting notes for inter-departmental meetings.
• Assist in preparing and submitting royalty statements and payments.
• Track and reconcile credit card spending for the General Manager
• Knowledge of housing and travel coordination for all visiting artists
• Support Finance department in preparing annual tax documents.
• Assist in collecting required paperwork (I-9, W-9, W-8BEN) from actors, stage managers, directors, and designers when necessary.
• File and maintain electronic and paper departmental records.
• Complete special projects as needed.