Project Associate - Theater Operations

Primary Purpose

The Project Associate is the main general administrative support for the Senior Director of Theater & Venue Operations of the Apollo Theater Foundation. This position works closely with the Manager of Theater Operations and House Manager to support all areas of the Senior Director’s institutional journey. The Project Associate will provide high level administrative support and project assistance to the Theater Operations Senior Director. S/he handles details of a highly confidential and critical nature including, future planning, financial reports, contract information and organizational changes.

ESSENTIAL DUTIES AND RESPONSIBILITIES Include The Following.

Senior Director Duties:

• Welcomes guests, clients and employees by greeting them, in person or on the telephone, answering or directing inquiries. Arranges hospitality for meetings.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions. Maintains files.
• Prepare departmental expense reports.
• Works on special projects as needed.
• Track, prepare and execute process of payment to music publishing entities.
• Acts as the senior director’s representative and ambassador to external constituents as directed.
• Coordinates meetings on behalf of the senior director. Prepare materials and take notes at meetings aligned with the activities of the Theater & Venue Operations department.
• Maintain and monitor the senior director’s calendar including scheduling, coordinating, and working with the Manager of Theater Operations to prioritize meetings.
• Procure, research, prepare and initiate projects independently, as directed.

Theater & Venue Operations/Human Resources Duties:

• Assist with new hire orientation and onboarding.
• Assist with personnel payroll changes.
• Assist with payroll administration for various working groups and departments within Theater & Venue Operations
• File documents into appropriate employee files.
• Assist with the recruitment and interview process. Tracks status of candidates in HRIS and respond with follow-up letters at the end of the recruiting process.
• Assist with Ungerboeck data entry.
• Assist with the performance evaluation process.
• Schedule meetings and interviews as requested by the Senior Director & House Manager.

QUALIFICATIONS:

• Ability to be proactive in anticipating and solving problems; ability to innovate and create new processes or systems that create efficiencies
• Excellent presentation, project and time management skills
• Exceptional organization and follow-up skills with extreme attention to detail
• Excellent oral and written communication
• Strong judgment and discretion in dealing with highly confidential information
• Ability to maintain positive, cooperative, professional and collaborative interactions with all levels of the Company
• Knowledge of Microsoft Office, Outlook, Word, Excel, SharePoint, and Google Workspace is required
• Salary commensurate with level of experience
• Ability to rise to challenges of widely varying projects, activities and responsibilities

VACCINATION REQUIRED:

Vaccination is required; however, the company will consider accommodations for medical and religious based reasons. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

BENEFITS:

• Life insurance
• Short-Term and Long-Term Disability
• 401(k)
• Health, Dental, and Vision insurance
• Health savings account
• Generous PTO

Salary: $50,000 - $55,000

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

The Apollo provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.

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