PHILANTHROPY ADMINISTRATIVE ASSISTANT – LA JOLLA PLAYHOUSE
DEPARTMENT: Philanthropy
REPORTS TO: Director of Philanthropy and Managing Director
LOCATION: On-site in La Jolla, California on the beautiful campus of the University of California, San Diego
CLASSIFICATION: This is a full-time, non-exempt (hourly) position, eligible for a full array of benefits including health and life insurance, 403(b) retirement plan, paid time off (vacation, sick and 11 holidays), and complimentary tickets to Playhouse performances
COMPENSATION: $18.00-$20.00 per hour (DOE)
SCHEDULE: Mon-Fri 9:00am-5:30pm with occasional evening/weekend hours as needed
HOW TO APPLY: Submit a cover letter and resume to resumes@ljp.org. Please include in the subject line – “Philanthropy Administrative Assistant”
ORGANIZATION OVERVIEW
La Jolla Playhouse is a place where artists and audiences come together to create what’s new and next in the American theatre, from Tony Award-winning productions, to imaginative programs for young audiences, to interactive experiences outside our theatre walls. Founded in 1947 by Gregory Peck, Dorothy McGuire and Mel Ferrer, the Playhouse is currently led by Tony Award winner Christopher Ashley, the Rich Family Artistic Director of La Jolla Playhouse, and Managing Director Debby Buchholz. The Playhouse is internationally renowned for the development of new plays and musicals, including mounting 108 world premieres, commissioning 70 new works, and sending 33 productions to Broadway, garnering a total of 38 Tony Awards, as well as the 1993 Tony Award for Outstanding Regional Theatre. These works include the Broadway hits Come From Away, Diana and Memphis, all directed by Ashley; The Who’s Tommy; the Pulitzer Prize-winning I Am My Own Wife; and Jersey Boys.
La Jolla Playhouse is committed to diversity in all areas of our work, on and off stage. We lead with our values and encourage individuals with unique perspectives to apply. La Jolla Playhouse is proud to be an Equal Opportunity Employer (EOE).
STATEMENT OF JOB
The Philanthropy Administrative Assistant plays a crucial role in supporting the work of the Philanthropy department, with a special focus on administrative tasks. This position serves as direct support and administrative assistant to the Director of Philanthropy and Managing Director.
ESSENTIAL JOB DUTIES
SUPPORT DIRECTOR OF PHILANTHROPY AND MANAGING DIRECTOR
This individual will provide support to the Director of Philanthropy and Managing Director. Duties include, but are not limited to, the following:
Field incoming calls and emails and respond independently or direct communications to others in the department.
Manage Director of Philanthropy’s and Managing Director’s calendars and independently schedule appointments to coordinate reservations for meals, performances and other donor and Playhouse activities.
Compose and/or prepare routine correspondence including letters, agendas, etc.
Assist with meeting and travel reservations and preparations.
Prepare and process expense reports and credit card reconciliation.
Assist in maintaining plans in Tessitura.
DEPARTMENT SUPPORT
Process department acknowledgements, which entails daily merging of acknowledgment letters and tax receipts for signatures and regularly updating acknowledgment templates.
Serve as backup to gift entry process.
Assist Stewardship Coordinator in the Notes & Chocolates process (which may include pulling Performance Seat Reports for the Philanthropy team to review and organizing delivery of Notes & Chocolates for the productions).
Support the Stewardship Coordinator’s work on birthday cards and videos, holiday cards, anniversaries, sympathy, etc.
Assist in the organization of Donor Trips.
Track Philanthropy department budget expenses in excel spreadsheet.
Manage purchase order process, prepare and process bills.
Meeting planner for Philanthropy staff meetings, including scheduling, agendas and minutes.
Take meeting notes and send out action items to team immediately following department meetings.
Order quarterly Parking Passes for Board, Department and Interns.
Manage day-to-day reserved parking availability and scheduling for Philanthropy guests.
Order office supplies for the Philanthropy department (and keep team’s shared spaces organized).
Point of contact for printer maintenance for the Philanthropy department devices.
Attend Playhouse calendar meetings as representative of the Philanthropy department.
Duties may include meeting room set up and clean up (which may also occasionally include washing dishes).
Manage and handle other administrative duties as assigned.
BOARD SUPPORT
Support the Managing Director, Director of Philanthropy, General Manager and Stewardship Coordinator with Board-related activities and communications. Duties include, but are not limited to, the following:
Manage (or assist General Manager) in the set-up and breakdown of all Board and Executive Committee meetings, including: space request; room layout; signage creation; updating and setting out name tents; handling parking needs; acquiring snacks; compile, copy and collate materials; operate Zoom in meeting; clean up room.
Manage the set-up and breakdown of all Committee meetings (Nominating, Philanthropy, Long Range Planning, etc.) including: space request; room layout; signage creation; sending meeting notices; tracking RSVPs; preparing agendas; create Zoom link to share; updating and setting out name tents; handling parking needs; acquiring snacks; compile, copy and collate materials; operate Zoom in meeting; clean up room.
Maintain the Board Book by updating materials regularly and distributing to Board members (with input from Directors on when and what to update).
Maintain and regularly update the Board email distribution lists in Tessitura and Outlook.
Maintain the Board Drive by updating materials regularly, including the Board roster, contact information, meeting materials and tracking parking pass distribution.
Review board lists in programs, on website, etc. to ensure accuracy.
Organize parking for all Board and Committee meetings.
Prepare and place outside directional signage for meetings.
May be assigned to greet board/committee members at parking locations.
REQUIREMENTS & PROFICIENCIES
Bachelor’s degree from a four-year college or university; or 1-3 years related experience/training; or equivalent combination of education and experience/training.
Excellent verbal and written communication skills, including composition (reports and business correspondence), typing and proofreading.
Outstanding interpersonal skills, including the ability to effectively interact with all levels of staff, volunteers, Board of Trustees and interns.
Flexibility and adaptability are core to success in our philanthropy department.
Organizational skills and the ability to meet goals and deadlines.
A high level of attention to detail.
A multi-tasker with the capacity to work comfortably in a fast-paced environment on multiple, ongoing projects.
Alignment with the mission and values of La Jolla Playhouse.
A commitment to uphold and support the Playhouse’s Anti-Racism Action Plan.
Familiarity with Microsoft Word, Excel and Outlook and ability to learn to use the Tessitura database.
A positive attitude and spirit of teamwork.
Ability to assess situations and independently develop a plan of action.
Self-directed, entrepreneurial and creative spirit; willingness to try new ideas.
Passion for the arts – and more specifically, theatre!
Being fully vaccinated against COVID-19 by an FDA approved vaccine is a condition of employment.
PHYSICAL REQUIREMENTS
Frequently lifts/moves items weighing up to 50 lbs.
Frequently moves about throughout Playhouse buildings and event spaces, both indoor and outdoor.
Ability to drive and willingness to occasionally run errands, as needed.
Regular and predictable on-site attendance.
Must be able to occasionally work a flexible schedule, including nights and weekends, to assist with Philanthropy events.