Executive Coordinator to the Artistic Director

Job Description

Job Description

Executive Coordinator to the Artistic Director

Arena Stage | Washington, DC

Job Type: Full-Time, Exempt

Reports To: Artistic Director

Department: Executive Office

Experience Required: 3–4 years in a non-profit or regional theater setting

The Executive Coordinator to the Artistic Director serves as a key operational and administrative partner to Arena Stage's Artistic Director. This role is designed for either a theater professional with a passion for arts administration and leadership who is eager to build a career in regional theater management; or an administrative professional with a passion for supporting not-for-profit and civic leadership who is eager to aid the artistic leadership of a premiere Washington, D.C., cultural center.

The Executive Coordinator ensures the smooth and efficient operation of the Artistic Director's office - managing scheduling and correspondence, supporting Board of Trustees relations, coordinating leadership meetings, and serving as a trusted point of contact across the organization. This is an exceptional opportunity for a detail-oriented professional who thrives in a fast-paced, mission-driven environment and wants to gain hands-on experience at the intersection of artistic vision and institutional leadership.

This position offers a unique window into the executive leadership of one of America's most prominent regional theaters. The Executive Coordinator will develop a deep understanding of how artistic vision and institutional management intersect-working directly with senior leadership, engaging with the Board of Trustees, and collaborating across every department at Arena Stage. For someone with ambitions in regional theater leadership or arts administration, this role provides exceptional mentorship and professional development opportunities.

KEY RESPONSIBILITIES

1. Executive Office Support

• Manage and maintain the Artistic Director's calendar, proactively coordinating scheduling across internal departments, board committees, external partners, and community stakeholders.

• Serve as the primary point of contact for the Artistic Director's office, triaging and managing incoming correspondence, phone calls, and unsolicited inquiries with professionalism and discretion.

• Draft, edit, and prepare correspondence, memos, talking points, and briefing materials on behalf of the Artistic Director.

• Coordinate domestic and international travel arrangements for the Artistic Director, including itineraries, transportation, accommodations, and expense reconciliation.

• Manage expense reports, credit card reconciliation, and financial tracking for the Artistic Director's office.

• Handle ticket requests that come through the Leadership Office.

1. Board of Trustees Relations

• Support the cultivation and stewardship of Board member relationships on behalf of the Artistic Director, including scheduling one-on-one meetings, coordinating recognition and correspondence, and tracking engagement.

• On behalf of the Artistic Director, coordinate Board-related events and receptions in collaboration with the Development and Events teams.

1. Leadership Meetings & Internal Coordination

• Plan, schedule, and support regular leadership and cross-departmental meetings on behalf of the Artistic Director.

• Take clear and organized meeting notes for key leadership convenings; track and follow up on decisions and action items with relevant staff.

• Maintain smooth communication between the Artistic Director's Office and all departments, ensuring timely information flow and helping to resolve scheduling or logistical conflicts.

• Support the Chief of Staff on special projects including organizational research, staff event coordination, and strategic planning support.

• Help onboard new staff by orienting them to the Artistic Director's Office protocols and communication norms.

1. External Partner & Stakeholder Coordination

• Coordinate logistics for meetings and communications with external partners, including commercial producers, general managers, peer institutions, and civic stakeholders.

• Assist in scheduling and preparing for meetings with artists, agents, and industry colleagues as directed by the Artistic Director.

• Support the Artistic Director with briefing and preparation for meetings, speaking engagements, and events with external partners, Board members, and audiences.

• Represent the Artistic Director's office with professionalism and warmth in all external interactions.

QUALIFICATIONS

Required

• 3-4 years of administrative or coordination experience in a non-profit organization, regional theater, or performing arts institution.

• Demonstrated experience supporting senior leadership, including complex calendar management, correspondence, and meeting facilitation.

• Exceptional written and verbal communication skills, with the ability to draft clear, polished materials for a variety of audiences.

• Strong organizational skills and meticulous attention to detail, with the ability to manage multiple priorities under deadline.

• Discretion and sound judgment when handling sensitive or confidential information.

• Proficiency with standard office software (Google Workspace, Microsoft Office) and scheduling tools.

• A genuine passion for theater and a commitment to Arena Stage's artistic and civic mission.

Preferred

• Familiarity with regional theater operations, non-profit governance structures, government administration, or board relations.

• Background or coursework in arts administration, theater management, nonprofit leadership, or civic administration.