Mission: To champion the Arts Programs: Full Season of Theater for children and adults Education Programs (Camps and After School Programs) Affiliate Program Subsidized Artist Rental Program

Program Assistant Job Description The program assistant manages the day-to-day clerical and organizational tasks that keep the programs running efficiently. They act as a central point of contact, supporting managers, employees, contractors and participants through communication management and administrative coordination. The position is part time in the office during the day and requires some evenings and weekends running auditions, orientations, meet-n-greets, load in, strike, and remote production meetings. Experience in theater would be helpful, but is not necessary. It is basically a project manager position for theater and education programs. Specs of the Position: • Hours: Part-time. 9:30 or 10am to 2:30 or 3pm, M-F (2-3 of these days), plus some evenings and weekends to run program events including auditions, load in, orientation, meet-n-greet, strike, and other program events. This could be 3 days per week in the office or more. 15 hours per week minimum. 30 hours per week maximum. This has the potential to expand to include more hours, but not during the 90-day training probationary period. • In person: This is not a remote position (except for weekly remote program production meetings). We need someone to be in the office, on-site with the Executive Director, so the office is open to the public, and so the position has an opportunity to get trained. It is MAC policy to have at least 2 people on site prior to unlocking the facility for safety reasons. • Flexibility for a Mom-centered lifestyle: We set office hours at the beginning of each semester, so you can decide to work around school vacations, family vacations, & events. Once hours are set, we keep them to the best of our ability so we know who we can count on and when. However, we are all mothers, and if a kid is sick, we understand you will be out, or may be bringing a child into the office with you. Summers are optional. You may or may not decide to work during the summer break, or may decide to work fewer hours. We are hiring 2 support positions currently – at least one will need to be able to work summers. • Training: As we rebuild the organization, we are rebuilding in sustainable ways that build routine. You will be trained on one area of responsibility at a time until the responsibilities fill up your available time.

Key Skills and Qualifications • Technical Proficiency: Mastery of office software like Microsoft Office Suite (Word, Excel, Outlook); experience with data entry and typing. We use QuickBooks, Canva, MailChimp, SignUpGenius, and TicketLeap. You don’t need to know these programs, but a willingness to learn these programs is essential. • Communication: Exceptional verbal and written communication skills with a focus on professional etiquette. Ability to “keep the drama on the stage.” • Organization: The ability to prioritize tasks in a fast-paced changing program setting, manage multiple schedules simultaneously, and maintain extreme attention to detail. • Problem-Solving: Proactively identifying issues such as scheduling conflicts or supply shortages and developing solutions to avert crises. Planning ahead is essential, to stay ahead of deadlines and keep program staff and participants calm and in good humor. • Discretion: Handling sensitive and confidential information with a high degree of integrity. • Professional Decorum: Demonstrating workplace etiquette centered on respect, communication, accountability, punctuality, appropriate dress, clear communication, respecting personal space, avoiding gossip and politics in the office, to foster a culture of courtesy and integrity.

Core Responsibilities • Communication Management: Answering and routing phone calls and emails, greeting participants, and managing incoming and outgoing program email, maintenance personnel onboarding paperwork, maintaining recruitment media and ads; attending weekly remote program meeting. • Scheduling and Coordination: Managing program calendars, volunteers, scheduling appointments, and organizing program meetings, including booking rehearsal and performance spaces. • Document Preparation: Duplicating, sorting, editing, distributing and proofreading reports, flyers, playbills, and other program correspondence and collateral. • Information Organization: Maintaining both physical and electronic filing systems, gathering contact information from programs for administrative assistant to add to databases, and performing data entry for program. • Program Operations: Monitoring and ordering program supplies, managing program equipment maintenance, and liaising with contractors and keeping them within their budget. • Financial Support: Processing program financial paperwork, including reimbursement forms, contractor forms, invoices for the bookkeeper, tracking program expenses, and updating program reports • Other tasks as assigned.

Mission: To champion the Arts Programs: Full Season of Theater for children and adults Education Programs (Camps and After School Programs) Affiliate Program Subsidized Artist Rental Program