Administrative Assistant

The Lafayette Society of Performing Arts is seeking a highly organized, detail-oriented, and collaborative Administrative Assistant to support the daily operations of a dynamic, multi-disciplinary arts organization. Representing programs in theater, ballet, dance, and other performing arts, this role is central to ensuring smooth administrative coordination across departments. 

 
The Administrative Assistant reports directly to the Executive Director and provides key support to the Controller and Artistic Directors across all programs. This position also serves as an organizational hub, assisting with general administration and supporting Box Office & Ticketing functions as needed. 

Key Job Function Responsibilities - Administrative Assistant: 

Executive & Administrative Support : 

• Provide administrative support to the Executive Director including scheduling, correspondence, meeting coordination, and document preparation 

• Maintain organized records, files, and internal documentation systems

• Assist with internal communication and coordination across departments

Financial & Operational Support 

• Support the Controller with basic financial administrative tasks such as invoice tracking, data entry, and documentation preparation

• Assist with budget-related administrative needs and reporting logistics 

• Assist Finance with registration processes and related documentation

• Oversee Key Controls and Visitors Policy

• Technology/Money/Inventory Ordering for refreshments

• Oversee ordering of supplies and keeper of all corporate ordering accounts

Artistic Program Support  

• Provide administrative assistance to Artistic Directors across theatre, ballet, dance, and other programs

• Coordinate rehearsal schedules, production meetings, and program logistics

• Assist with artist communications, contracts, and program materials 

• Oversee contractor compliance for performers, ensuring all required documentation, agreements, and policies are completed and up to date 

Box Office & Ticketing Support  

• Provide support to Box Office operations during peak times, performances, and special events

• Assist with ticketing systems, customer service inquiries, and patron communications

• Help ensure a positive and welcoming experience for patrons

General  Office Management 

• Serve as central administrative resource for staff and visiting artists

• Manage the organization-wide calendar, ensuring alignment across programs, rehearsals, and events 

• Oversee ordering of major supplies, (over $100), for all programs, ensuring cost efficiency and proper approvals

• Oversee booking of hotels and accommodations for vendors, guest artists, and visiting personnel

• Manage office supplies, equipment, and vendor coordination

• Support event preparation, including performances, fundraisers, and community programs 

Preferred Qualifications  

• Associate's or Bachelor's degree in Arts Administration, Business, or related field

• 3-4+ years of administrative experience in a non-profit or arts environment

• Strong organizational, multitasking, and time-management skills 

• Excellent written and verbal communication abilities

• Proficiency in scheduling, Microsoft Office and/or Google Workspace 

• Experience with ticketing systems or CRM platforms is a plus

• Passion for the performing arts and a collaborative work environment 

Key Competencies   

• Detail-oriented and proactive

• Strong interpersonal and customer service skills

• Ability to manage multiple priorities in a fast-paced environment

• Discretion and professionalism when handling sensitive information

• Team-oriented with a willingness to support various departments

Work Environment 

• Events and programs may require meetings to other venues or workspaces 
  
• Sedentary work. Prolonged periods of sitting at a desk and working on a computer  
  
• Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers 

Working Hours

• Minimum of 40 hours per week
• Evening and weekend hours may be required during performances and special events 

Paid Time Off (PTO)

• 0 – 2 years of service = 5 days (40 hours) annually 
• 3-5 years of service: 10 days (80 hours) annually 
• 5 or more years of service: 15 days (120 hours) annually

* New full-time employees become eligible to use accrued PTO after completing 60 days of continuous employment with LSPA.

Work Perks

• Eligibility for $300/month health stipend (optional) 
• Access to Performances