Administrative Assistant
Description
- Create and maintain up-to-date and accurate files for current, future, and potential performances; ensure that this material is available for use within the Programming Department and for access throughout BAM.
- Maintain and update Programming Department electronic filing systems.
- Manage credit card receipts, petty cash, and out-of-pocket expenses for the Artistic Director and Producer.
- Submit invoices and reimbursement requests to Finance on behalf of Programming staff, consultants, and guest curators.
- Assist Manager, Artistic Planning on populating ArtsVision and other software as needed with information relating to future productions.
- Draft and edit letters, emails, and other correspondence on behalf of the Artistic Director.
- Maintain accurate and up-to-date contact lists for the Programming Department (artists, colleagues, etc.)
- Assist in scheduling internal and external meetings and take meeting notes as applicable.
- Assist in booking flights, hotel, and other travel arrangements for the Artistic Director, including purchasing performance tickets.
- Respond to internal ticket requests and coordinate ticket orders with box office, ticket services OR house seat manager, and other departments, physically and electronically.
- Manage and respond to meeting requests and external performance invitations from artists and producers.
- Answer Programming Department’s phone calls, distribute Programming Department’s mail.
- Register guests in BAM’s security portal, welcome them to the department, arrange hospitality for meetings, and give informal tours of BAM’s venues as needed.
- Respond to problems and initiate improvement in the department’s physical, decorative and technological environments by corresponding with the Building Operations, HVAC, and IT departments.
- Manage the department office supplies – monitor supply levels, replace, and restock as necessary.
How to apply
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Brooklyn Academy of Music
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BAM (Brooklyn Academy of Music) is a multi-arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters. BAM presents leading national and international artists and companies in its annual Spring Season and highlights groundbreaking, contemporary work in the performing arts with its Next Wave Festival each fall. Founded in 1983, the Next Wave Festival is one of the world's most important festivals of contemporary performing arts. BAM Rose Cinemas features new, independent film releases and BAMcinématek—a curated, daily repertory film program. In 2012, BAM added the Richard B. Fisher Building to its campus, providing an intimate and flexible 250-seat performance venue—the Fishman Space—as well as the Hillman Studio, a rehearsal and performance space. BAM serves New York City's diverse population through a weekend concert series in BAMcafé, community events, literary series, and a wide variety of educational and family programs. BAM, America's oldest performing arts center, has presented performances since 1861, and attracts an audience of more than 650,000 people each year. Career opportunities at BAM can be found at www.bam.org/about/careers