Administrative Assistant & Production / Marketing Coordinator

Job Summary
We are seeking a dynamic and highly organized Administrative Assistant & Production / Marketing Coordinator to join our team. This multifaceted role combines essential administrative support with active involvement in production and marketing initiatives. The ideal candidate will excel at managing office operations, coordinating marketing efforts, and providing exceptional customer service. Your energy, attention to detail, and proactive approach will help ensure smooth daily operations and successful promotional campaigns. This paid position offers an exciting opportunity to grow your skills across administrative, production, and marketing functions within a vibrant team environment.

Working Conditions and Environment:

Hours and Facility: This is a full-time, salaried, exempt, in-office position. Standard office hours are maintained; however, due to the nature of theatre operations and special events,evening and weekend hours may be required. Flexibility and the ability to adapt to changing schedules and production needs are important in this role. The Administrative Assistant & Production/Marketing Coordinator may assist with operational coverage during performances, events, and other theatre activities as directed by the Director of Operations.

Office: The Administrative Assistant & Production/Marketing Coordinator will maintain a primary office workspace within the Barrow-Civic Theatre facility and will work on-site as part of the theatre’s daily operations team.

Knowledge and Skills Required:

Education: An associate degree or equivalent professional experience is preferred. Experience in administrative support, marketing, communications, nonprofit operations, event coordination, theatre arts, or a related field is preferred.

Technology Skills: The Administrative Assistant & Production/Marketing Coordinator should have general proficiency with office technology and software, including Google Workspace and standard office equipment such as computers, copiers, and phone systems. Experience with social media platforms, email marketing tools, graphic design software (such as Canva), website content management, and digital communications is preferred. Training will be provided for theatre-specific systems, including PatronManager/Salesforce ticketing software and internal office procedures.

Management and People Skills: The Administrative Assistant & Production/Marketing Coordinator serves as a representative of Barrow-Civic Theatre and is often one of the primary points of contact for patrons, volunteers, staff, cast members, directors, and community partners. Strong interpersonal, verbal, and written communication skills are essential. The ideal candidate should be organized, detail-oriented, and able to manage multiple projects, deadlines, and priorities simultaneously while maintaining a positive, collaborative, and professional attitude. Strong follow-up, follow-through, customer service, and problem-solving skills are important in this role. The ability to work effectively with volunteers and support production teams in a fast-paced, creative environment is highly desirable.

Licensure: The Administrative Assistant & Production/Marketing Coordinator must be able to pass background checks as required for nonprofit operations, liquor licensing, games of chance compliance, and other job-related responsibilities. First Aid, CPR, and RAMP (PLCB) certifications may be required and training will be provided as needed. A valid driver's license and reliable transportation are preferred.

Administrative Assistant

Primary Responsibilities:

• Answering the phone in the Business Office, promptly recording and delivering all messages.
• Assists the Director of Operations with clerical duties, as well as scheduling rehearsals, meetings, and keeping the Master Schedule up-to-date.
• Works with the FCOA Production Staff as outlined in Production Guidelines.
• Greeting and directing visitors upon arrival.
• Assists with Box Office Patron Manager duties as assigned.
• Solicits donations and contributions, in collaboration with the Director of Operations.
• Perform the duties of “Point” for the front of house during shows when needed.
• Performs other duties as assigned by the Director of Operations.

Production & Marketing Coordination

Primary Responsibilities:

• Supports the successful execution of productions by serving as a liaison between theatre staff, directors, production teams, volunteers, and cast members, while coordinating production logistics, documentation, merchandise sales, sponsorship fulfillment, and special events.
• Manages production communications, including audition announcements, cast communications, rehearsal schedules, and production-related correspondence .
• Maintains and assists in coordinating the theatre's master calendar, including productions, rehearsals, meetings, volunteer activities, facility usage, special events, educational programs, and community engagements.
• Manages social media content and promotional communications for productions, events, educational programs, and theatre initiatives, including content creation, scheduling, and distribution, while collaborating with the theatre's graphic designer on marketing materials and campaigns.
• Collaborates with theatre staff and the graphic designer on the creation and distribution of email marketing campaigns and patron communications.
• Coordinates and contributes to the collection of photography, videography, and other promotional content to support marketing, social media, and theatre communications.
• Assists with volunteer recruitment, scheduling, and communication for productions and theatre events.
• Coordinates community calendar submissions, media outreach, and promotional partnerships.
• Serves as a primary point of contact for theatre rentals, coordinating scheduling, contracts, facility usage, renter communications, event logistics, and operational support to ensure successful rental experiences.

Pay: From $36,000.00 per year

Benefits:

• 401(k) matching
• Flexible schedule
• Paid time off

Work Location: In person