Admin Assistant for Children's Theatre

Children’s Theatre Office Assistant

Join the Children’s Theatre of Western Springs in continuing to make their growing program phenomenal! If you thrive in a deadline oriented environment and love working with enthusiastic and creative coworkers, this is the job for you. Exceptional multi-tasking and interpersonal communication skills are a must. You must be proficient in Microsoft Office, Excel, and able to learn new systems quickly. Hours are afternoon and early evening during the school year and morning and early afternoon during the summer. Searching for the person who will continue to take our children’s theatre to new heights.

Seeking:

  • personable
  • self-starter
  • problem solver
  • confident talking with parents and children
  • outgoing
  • project manager
  • creative
  • understanding of theatre business a plus
Requirements
Skills & Qualifications: 

Detailed Job Description:

 

Classes

  • Input upcoming classes into Total Info with accurate dates, times, and educators.
  • Participate in the initial parent meeting.
  • Answer questions via email, phone, and in-person regarding class descriptions, dates, and times. Also give suggestions on appropriate classes for newer students.
  • Prepare attendance forms for teachers.
  • Reach out to parents when students are absent more than three times.
  • Call students who are absent when teacher requests it.
  • Communicate with teachers where their classes are being held each week.

Shows

  • Prepare and manage Wufoo online ordering form for upcoming auditions, and student “add-ons” including fun lunches, bios, t-shirts, cast party, ads, etc.
  • Prepare production folders to be distributed during the first parent meeting.
  • Support volunteer parents in their questions regarding cast, crew, rehearsals, and “add-on” ordering.
  • Relay any absences to the director and stage managers
  •  

School Day Shows

  • Compile a list of emails for all local and current teachers as outreach.
  • Email the field trip contract to all local teachers and then some.
  • Keep a seating chart and deliberate with Kelli in the box office.
  • Keep copies of incoming money and contract and relay to Kelli.
  • Email teachers the week before the show for updated info.
  • On that day, greet teachers, collect final balance, and show students to their assigned seats.
  • Distribute information on upcoming classes and camps as they exit.

Summer Camp

  • Prepare and manage first day of camp registration
  • Camper take-home bag
  • Name tags with group numbers
  • T-shirts with appropriate sizes
  • Manage parent emotions
  • Be the extra support needed to interns, staff, and parents
  • Be present during drop-off and pick up to answer questions and direct parents
  • Manage the final show day
  • Direct parents into the building and into their seats when doors open.
  • Assist with concessions when necessary.
  • Call students who are absent first thing in the morning.

Administrative

  • Answer phones and either direct calls or answer questions regarding the above
  • Copy and bind all scripts, production folders, and summer camp materials
  • Import student registrations and export reports via Total Info
  • Register students over the phone via Total Info who need assistance; send confirmation email
  • Troubleshoot with Total Info
  • Create pages, posts, and links on the website
  • Send emails via Constant Contact
  • Respond to email inquiries when clocking hours
  • Check phone messages and respond to inquiries promptly.
  • Order t-shirts and ensure delivery date
  • Create spreadsheets via excel
  • Communicate with children when they need to sit in your office (sick, class disruption, need to call home, etc.)
  • Desk is in the center of the office. Be a beam of light.
  •  
To Apply: 

Email resume/cover letter to Lindsey Branson, Children's Director

cd@theatrewesternsprings.com

Contact Information
Contact Name: 
Lindsey Branson
Contact Phone Number: 
7082464043