General Management Office Assistant

POSITION: General Management Office Assistant

DEPARTMENT: Administration

CLASSIFICATION: Full-Time/ Hourly/ Non-Exempt

SUPERVISOR: Associate General Manager

OVERVIEW

Founded in 1947 by Nina Vance, the Alley Theatre is a pioneer of regional theatre, and one of the leading nonprofit theatre companies in the United States. The Alley has been awarded the prestigious Regional Theatre Tony Award and the Texas Medal of Arts Award. The Alley has transferred productions to Broadway, Off-Broadway, major European Festivals, and to 40 American cities. Unique among regional theatres, the Alley is committed to maintaining a Resident Acting Company and providing them work year-round. Nationally recognized directors, actors, playwrights, and designers from across the country have regularly joined the Resident Acting Company.  

Rob Melrose, Artistic Director at the Alley, took over as artistic leader of the organization in 2019. His vision for the future of the Alley is both thrilling and ambitious. His strategic goals include upholding the Alley’s artistic excellence, keeping longtime Alley Theatre devotees eager to return each season, and creating productions and cultivating new audiences that are as diverse and vibrant as the city of Houston.

Rob Melrose, Managing Director Dean Gladden and the Alley’s leadership team are committed to promoting Equity, Diversity, and Inclusion (EDI) in all aspects of the Theatre’s programming and operations. We are conscious about fostering an environment where everyone is encouraged to bring their authentic selves. We embrace differences and strive to be inclusive of all backgrounds, experiences, and perspectives.

JOB STATEMENT

The General Management Office Assistant will support the day-to-day operations of the General Management department at the Alley Theatre, working closely with the General Manager, Associate General Manager, and Assistant General Manager. The Alley does an eight-play subscription season, A Christmas Carol, and a two-play summer series. The Alley also owns its own production facility which includes a five-story state-of-the-art Center for Theatre Production, the 774-seat Hubbard Theatre, and the 290-seat Neuhaus Theatre. This position reports directly to the Associate General Manager.

JOB DUTIES

• Track, prepare, and submit payment requests for all fees, invoices, and reimbursements for contract workers.
• Process reimbursements and vendor payments for all travel and housing invoices.
• Submit union pension, health, and dues payments for AEA, SDC, USA, and AFM
• Assist the General Management department compile and prepare contracts for signature.
• Assist with payroll tracking and processing.
• Communicate regularly with artists, agents, and vendors regarding payments and reimbursements.
• Post and distribute AEA Media Notices
• Assist in compliance with AEA, SDC, and USA and respective collective bargaining agreements.
• Assist Associate General Manager with regular updates and maintenance of Producing Process
• Assist with the General Management and Artistic budgets, including reconciliation and reforecasts.
• Manage the General Manager’s calendar and schedule inter-departmental meetings.
• Record and distribute meeting notes for inter-departmental meetings.
• Assist in preparing and submitting royalty statements and payments.
• Track and reconcile credit card spending for the General Manager
• Knowledge of housing and travel coordination for all visiting artists
• Support Finance department in preparing annual tax documents.
• Assist in collecting required paperwork (I-9, W-9, W-8BEN) from actors, stage managers, directors, and designers when necessary.
• File and maintain electronic and paper departmental records.
• Complete special projects as needed.

REQUIREMENTS (SKILLS and KNOWLEDGE):

• Detail oriented.
• Exhibits a positive attitude with good communication and interpersonal skills.
• Ability to be self-directed and take initiative.
• Ability to maintain a high-level of confidentiality.
• Ability to work in an open office environment.
• Understanding of historical and institutional racism in the American theatre, or a commitment to learning, and to be a part of Alley Theatre’s efforts to be an anti-racist organization
• Familiar with Microsoft Office including MS Word and Excel

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift and move 25 lbs.
• Must be comfortable working in an environment where directions and priorities can change rapidly.
• Typical hours are during the day, but the position may require the flexibility to be available for weekends, holidays and evening work hours as needed.

BENEFITS & PERKS

• Medical, dental and vision insurance
• Paid vacation, floating holiday, and sick time
• 401(k) with matching, FSA, HRA (Alley paid deductible)
• Free and discounted tickets to Alley Theatre performances
• Discounted Parking (bi-weekly $4 dollars).
• Discounted gym membership
• Employee wellness program & EAP
• Houston, TX is one of the most affordable cities in the nation with no state or city income tax.

TO APPLY

To apply for this position, please go to the following link on the Alley’s website and apply.

https://www.alleytheatre.org/about-us/opportunities/employment

Alley Theatre is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at HRdept@alleytheatre.org.

The Alley Theatre is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital or familial status, sexual orientation, gender identity, veteran status or any other basis prohibited by local, state, or federal law. We encourage people of all backgrounds to apply, including people of color, women, LGBTQ individuals, and people with disabilities, veterans, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. Successful candidates will commit to an equitable and inclusive workplace, including but not limited to: racial equity, accessibility for individuals with disabilities, use of gender inclusive language, and cultural sensitivity. Read more at Alley Theatre Official Website - Equity Diversity Inclusion

Salary : $20