Administrative Assistant

Stagetime Inc.; Annapolis (MD); On-site; USD 38,000 - 52,000; Full time

Job summary

Stagetime Inc. in Annapolis, MD is seeking an Administrative Assistant to support the General Director, Artistic Programs Manager, and Operations and Marketing teams in administrative, production, and development tasks.

The role requires 1–2 years of professional experience in communications or office management, strong MS Office skills, CRM familiarity, and a discreet, detail-oriented approach to donor information and scheduling. This is a full-time, on-site position at our Annapolis office.

Qualifications

• Education: high school diploma minimum; marketing or business-related training is a plus.
• Experience: 1–2 years in communications, office management, or nonprofit settings with public interaction.
• Proficiency: MS Office (Outlook, PowerPoint, Excel); basic web experience desirable.
• Background in performing arts or CRM systems is a plus; ability to read music is a plus.

Responsibilities

• Provide administrative and operational support to the General Director and staff.
• Assist with production, development tasks, and donor management activities.
• Maintain filing, calendar, and communications; respond to inquiries professionally.
• Support ticketing and event-related coordination; assist with fundraising events as needed.
• Ensure confidentiality and accuracy in reports and donor records.

Skills

Professional communication

Public interaction

Multitasking

Attention to detail

Discretion / confidentiality

Education

High school diploma

Marketing training

Business administration degree (a plus)

Communications degree (a plus)

Tools

MS Office

Outlook

PowerPoint

Excel

CRM systems

Moves Management

Job description

The Administrative Assistant provides administrative and operational support to the General Director, Artistic Programs Manager, and Operations and Marketing staff as assigned. This position supports general administrative duties, production, and development functions of the Company. The incumbent will work closely with the General Director, the President, members of the Executive Committee, and Committee Chairs. This position serves as a consistent public presence, responding to inquiries and meeting the needs of constituents. Other duties as required may be assigned.

PRIMARY DUTIES AND RESPONSIBILITIES

Production and Development Support

1. Assist the General Director in administrative tasks as required, such as monitoring the Board of Trustee needs and requests, research and reporting on revenue and expenses, DEI information, and grant information.
2. Updates the Trustee portal reports, filing paperwork, charging pledge payments, and tracking payments.
3. Reports and maintains Guild records and updates membership roster.
4. Works in the Neon CRM system for donor management.
5. Works in Arts People Ticketing system and supports patron ticket purchases.
6. Maintain events calendar for the General Director as directed and perform related tasks, including routing calendar items and media inquiries in a timely fashion.
7. Assist the Operations and Marketing staff with soliciting advertisements for the season’s playbills.
8. Participate in organizational events as assigned.
9. Support the Guild in managing fundraising events as requested.

Administrative Support

1. Support day-to-day operations, including but not limited to routine office functions, ensuring that assignments are completed in an accurate and timely manner.
2. Respond to telephone, e-mail, and web-based inquiries promptly and in a professional manner for the office and the General Director.
3. Process incoming mail daily; record contributed income in donor management software accurately and promptly, providing reports to the General Director, and President, as required.
4. Maintain hard copy and electronic files to ensure accessibility and provide documentation of operational functions and administrative actions, as assigned.
5. Monitor office supplies and equipment functions and report requirements to the General Director promptly to ensure operational efficiency.
6. Assist the Artistic Programs Manager in coordinating cast housing, volunteer and intern schedules and assignments, and report problems promptly.
7. Supports performance production needs under the supervision of the Artistic Programs Manager and General Director in areas of stage craft as assigned.

REQUIRED KNOWLEDGE AND ABILITIES

Education High school diploma minimum with marketing training, degree in business administration, communication, marketing, music, or arts management a plus.

Experience and Knowledge 1-2 years of professional experience in communications, office management, arts operations, or other non-profit environment involving significant public contact is required. Proficiency in MSOffice Suites to include Outlook, Power Point and Excel, and basic web experience is highly desirable. Background in performing arts, knowledge of CRM systems and Moves Management, and the ability to read music a plus.

Other Requirements

To perform this position effectively, the following work-related requirements must be met. Reasonable accommodations may be made to enable persons with disabilities to perform job functions successfully:

Ability to communicate with professionals, artists, diverse partners, and stakeholders.

Ability to multi-task, work in a fast-paced environment, and maintain attention to detail.

Ability to maintain a high level of confidentiality relative to financial, personnel, and Board matters.

Ability to concentrate in a small office environment, in close proximity to meetings, conversations, and interruptions.

Ability to sit for long periods and work at close vision.

Ability to lift up to 25 pounds.

Work is performed in an office with a closed door.