DEPARTMENT: Administration

POSITION: Executive Assistant

REPORTS TO: Managing Director and Artistic Director

WORK SCHEDULE: Monday – Friday, some evenings and weekends required

CLASSIFICATION: Regular full-time, exempt

COMPENSATION: $70,000-$72,500, depending on experience; benefits eligible after 90 days

Berkeley Repertory Theatre (Berkeley Rep) has grown from a storefront stage to an international leader in innovative theatre. Known for its ambition, relevance, and excellence, as well as its adventurous audience, the nonprofit has provided a welcoming home for emerging and established artists since 1968. Over 6 million people have enjoyed more than 500 shows at Berkeley Rep, including 86 world premieres. Berkeley Rep shows have gone on to win 8 Tony Awards, 9 Obie Awards, 11 Drama Desk Awards, 1 Grammy Award, 1 Pulitzer Prize, and many other honors. In recognition of its place on the national stage, Berkeley Rep received the Tony Award for Outstanding Regional Theatre in 1997. Through its annual seven-play season, together with up to four special event presentations, Berkeley Rep invites audiences to enjoy an eclectic range of theatrical experiences featuring diverse artistic voices, themes, and perspectives.

Berkeley Rep seeks an experienced Executive Assistant. Reporting directly to the Managing Director and Artistic Director, the Executive Assistant provides administrative support to the Managing Director, Artistic Director, and Board of Trustees to ensure that the organization’s goals and objectives are achieved. On occasion, the Executive Assistant is required to work on weekends and evenings for Board-related meetings and events.

Essential Duties and Responsibilities

Include, but are not limited to, the following:

• Manage the Managing Director’s and Artistic Director’s schedules by organizing appointments, meetings, and events. This includes coordinating with internal and external stakeholders, prioritizing commitments, and ensuring efficient use of their time.
• Support incoming and outgoing communications, including monitoring emails, proofreading, drafting, and sending written correspondence on behalf of the Managing Director.
• Provide administrative and office support, such as note taking, dictation, spreadsheet creation, and formatting of information for internal and external communications (memos, emails, presentations, reports, etc.).
• Assist with meeting preparation, including scheduling meetings, preparing agendas or pertinent information, and organizing necessary materials. Follow up on action items and ensure timely completion of tasks discussed during meetings.
• Facilitate interactions with the 25–40-member Board of Trustees. This includes scheduling Board and committee meetings, attending and arranging Board Meetings and subsequent meals, creating and disseminating Board Meeting materials (agendas, meeting packets, presentations, forms, minutes, etc.), taking minutes, keeping organized corporate records, and maintaining Board documents and communications.
• Serve as key staff support for the Governance Committee. This includes scheduling and attending meetings, creating and disseminating committee agendas and materials, taking and distributing minutes, tracking prospects for candidacy, creating prospective trustee packets, monitoring follow up, and welcoming and onboarding new trustees.
• Attend and support the weekly Leadership Team Meeting, including collecting agenda items and taking and distributing notes.
• Support travel arrangements, including booking flights, hotels, transportation, and creating itineraries when appropriate.
• Manage communications with employees by liaising internally and externally on various projects and tasks.
• Conduct research and gather information on specific topics as requested.
• Maintain professionalism and strict confidentiality with all materials.
• Organize and plan company events as needed.
• Manage and track Managing Director and Artistic Director departmental budgets or budget lines, including reconciling expenses and credit card purchases.
• Update and distribute staff contact sheets, distribution lists, and other staff documents.
• Coordinate the purchase of house seats for donors.
• Work with Leadership and staff on a variety of special projects as needed.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• A minimum of three years of experience in administration, business, or office management. Experience in working with and supporting executives and/or non-profit boards a plus.
• Exceptional organizational and administrative skills with acute attention to detail. Must be highly organized.
• Knowledge of and proficiency in Microsoft Office products (Word, Excel, PowerPoint, SharePoint, Teams), internet software, and internet search. Experience working with Tessitura or other customer relationship management systems helpful.
• Professional demeanor and excellent communication skills, both orally and in writing, with a high degree of emotional intelligence and cultural competency. Ability to work with a wide range of people and personalities.
• Ability to provide exceptional customer service.
• Ability to work collaboratively with colleagues, effectively present information, and respond to questions in writing, by telephone, and through face-to-face conversation.
• Ability to read, analyze, and interpret general business periodicals, legal documents, professional journals, and technical procedures.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Demonstrate sensitivity to confidential information, as well as sound judgement and decision-making.
• Strong time management skills with adaptability to changing priorities, deadlines, and the ability to manage numerous concurrent projects.
• Domestic and international travel booking experience.
• Demonstrated interest and commitment to equity, diversity, inclusion, access, and anti-racism.
• Serve as an ardent and loyal advocate of Berkeley Rep.
• Ability to work occasional evenings or weekends as needed.