THEATRE ADMINISTRATIVE ASSISTANT - PART TIME

Job Description

Job Description

POSITION DESCRIPTION

POSITION TITLE:

Theatre Administrative Assistant

DEPARTMENT:

Theatre

REPORTING RELATIONSHIPS

REPORTS TO:

Senior Theatre Operations Manager

DIRECT REPORTS INCLUDE:

None

WORK SCHEDULE:

Up to 29 hours per week; including assigned office hours and select evenings, weekends, or holidays based on the event schedule

STATUS:

Part Time – Non-Exempt

COMPENSATION:

$24.00-$26.00 per hour

BENEFIT STATUS:

Not eligible for the full-time benefits package

DEPARTMENT:

Theatre

ABOUT THE COMPANY

The Ebell of Los Angeles is a women-led nonprofit that has served the Greater Los Angeles community for over a century. Our mission is to inspire women and build community through arts, culture, education, service, and stewardship of our historic campus and collections.

POSITION SUMMARY

The Theatre Administrative Assistant is a part-time support role focused on routine theatre administration, front-of-house preparation, and box-office support. Under the supervision of the Senior Theatre Operations Manager, this position gathers and organizes approved information for assigned events, prepares box-office and front-of-house materials, maintains accurate records, coordinates ticketing details, responds to routine patron needs, and keeps authorized staff current on key event information.

This role is scheduled for up to 29 hours per week and includes assigned office hours plus select evening, weekend, or holiday event coverage based on the theatre calendar.

KEY RESPONSIBILITIES

Essential functions include administrative support, event preparation, box-office and ticketing coordination, patron service, recordkeeping, and timely communication with authorized staff before, during, and after assigned events.

Administrative and Business Manager Support

• Monitor shared email and phone communications during assigned office hours; respond to routine inquiries, support scheduling, and follow-up as needed.
• Prepare draft correspondence, event information, invoice support, payment reminders, and other routine materials for Senior Theatre Operations Manager review and approval.
• Maintain assigned event-preparation checklists, the theatre calendar, and shared records; verify that approved rental, payment, insurance, ticketing, staffing, settlement, and schedule details are current, and flag gaps or inconsistencies.
• Track assigned deadlines and required documents; flag missing or late items for Senior Theatre Operations Manager follow-up
• Organize electronic and paper records using established naming, filing, retention, and data-entry standards.
• Assist with meeting notes, office supplies, purchase documentation, mail, packages, and other administrative tasks as time and priorities permit.
• Under the supervision of the Senior Theatre Operations Manager, create and update Eventbrite pages for assigned events using approved information. This may include event times, ticket types, pricing, capacity, sales windows, promotional codes, accessibility details, refund settings, and patron communications.

Front-of-House Preparation and Event Support

• Assist the Senior Theatre Operations Manager and House Manager in gathering and confirming approved event details for assigned events. Details may include doors and show times, intermission, late seating, concessions, merchandise, VIP activity, prohibited items, accessibility arrangements, and ticket-resolution contacts. Track missing information and flag it promptly.
• Prepare FOH packets for assigned events using approved information, including schedules, contacts, staffing and call times, seating and hold maps, VIP or credential lists, accessibility needs, policies, emergency notes, and incident forms.
• Prepare patron-facing signage, lobby and box-office information, will-call materials, radios, credentials, office supplies, and other assigned event materials before staff arrival.
• Attend event advance and pre-event meetings as assigned; coordinate with the Rental Coordinator to record decisions, track action items, and provide complete, timely handoffs to the Senior Theatre Operations Manager, House Manager, production staff, and other authorized staff.
• Provide scheduled box-office or FOH support for select events, communicate issues promptly, and assist with closeout records and follow-up items under the direction of the Senior Theatre Operations Manager or House Manager.

Client, Patron, and Team Service

• Communicate theatre procedures and approved policies clearly, consistently, and respectfully.
• Coordinate closely with the Senior Theatre Operations Manager, House Manager, production staff, Accounting, and other departments to keep event information accurate and timely while avoiding duplicate follow-up.
• Handle sensitive client, patron, employee, and financial information with discretion; identify recurring issues and recommend practical process improvements.

QUALIFICATIONS

• Strong organization and attention to detail, with the ability to manage competing priorities, deadlines, and event-specific information accurately.
• Professional written and verbal communication skills and a service-oriented approach with clients, patrons, staff, vendors, and community members.
• Experience with Eventbrite or a comparable ticketing platform preferred; ability to learn event setup, reporting, access controls, and troubleshooting procedures.
• Working knowledge of box-office practices, FOH preparation, customer service, and event-day operations preferred.
• Comfort with basic financial administration, including invoices, payment tracking, sales reports, receipts, and reconciliation support.
• Sound judgment, adaptability, and the ability to remain calm and solution-oriented in a fast-paced event environment.
• Demonstrated professionalism, discretion, accountability, and commitment to The Ebell of Los Angeles’ mission and a welcoming theatre environment.

MINIMUM REQUIREMENTS

To be considered for this position, candidates must meet the following minimum requirements:

• At least two years of experience in business administration, box office or ticketing, customer service, venue operations, event management, or a related environment.
• High school diploma or equivalent; additional education in business, arts administration, hospitality, accounting, or event management is preferred.
• Proficiency with Microsoft 365, including Outlook, Word, and Excel, and the ability to learn ticketing, calendar, CRM, accounting, and shared-file systems.
• Ability to work a part-time schedule of up to 29 hours per week, including assigned office hours and select evenings, weekends, or holidays based on the event schedule.
• Ability to pass a background check and comply with organizational policies, data-security practices, and venue safety requirements.

The Ebell of Los Angeles provides a dynamic working environment in which duties and responsibilities may change. Employees are expected to be flexible and responsive to changes in the scope of their duties. All employees are required to pass a background check.

COMPENSATION

This is a part-time, non-exempt, hourly position scheduled for up to 29 hours per week. The pay range is $24.00-$26.00 per hour. The starting rate will be determined within the posted range based on relevant experience and internal equity.

BENEFITS

This position is not eligible for The Ebell’s full-time benefits package. Any legally required benefits and paid leave will be provided in accordance with applicable law, plan terms, and organizational policy.

The Ebell is an equal opportunity employer and does not discriminate against any applicant on the basis of race, religion, sex, sexual orientation, gender identity, marital status, color, ancestry, disability, age, national origin, pregnancy, veteran/military status, genetic information or any other basis prohibited by law. We support, promote and embrace a diverse workforce.