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Duties and Responsibilities

Office - Admin:
Programming and arts administration support: filing, ordering supplies, scheduling meetings, creating meeting agendas, filling out expense reports and submitting to bookkeeping for talent and/or staff as needed. Administrative support for Executive Director as needed.


Budget & Finance:
Maintain detailed records of weekly, monthly and quarterly reports In preparation for quarterly programming budget meeting: run reports as needed, update the Offers Spreadsheet, run film sales reports.

Contracting :
Assist in contracting programs booked by Program Manager: enter detailed contract information into Tripleseat and conduct contracting process with talent after Program Manager and/or music booker books show, per email correspondence. For booked shows, audit Tripleseat and Google Drive to ensure all contract related items are received from talent (insurance, W9, riders, etc)and liaise with Bookkeeper as needed for meal buyout information. Put a task in Tripleseat for Accounting to pay deposits or in full as listed in fully executed contracts. Hold artist comps per direction of Program Manager once contract entry is completed before public sale for the general public. Support Program Manager with any additional negotiations or talent liaising, as needed.

Program Curation:
Schedule program booking meetings where necessary and attend to take notes as directed by Program Manager. Book show-research tickets as directed. Assist with event booking research and coordination as needed, example: working with childrens' theater companies to get prices. Maintain calendar of potential acquisitions during curating process, holds, tentatives, etc. Create calendar deadlines for items needed from Program Partners in Tripleseat.

Event Pre and Post Production:
Maintain accurate records of production negotiations, per contracts, and liaise with other departments (Marketing, Operations, Tech) to ensure that pre-production timelines and tasks are on track for every event. Create Show Sheets at the beginning of each show week, save to Drive and print for each necessary party in Tech, FOH, and Marketing. Receive backline if tech staff is unable to. Know or learn our AV tech systems well enough to be able to assist with meetings and Private Events as needed. Occasionally serve as Production Manager at events, if needed, to fill in for Production Manager. Liaising with talent required. Once film is confirmed with vendor, get showtimes and terms from film booker. Once film is fully booked with terms, enter Showtimes and Terms into Tripleseat. Enter Ticket Sales into Comscore Swift each morning of film run. Email BORs to distributors at the end of each film run and return BluRays and DVDs to distributors as needed. Ensure all settlement sheets are accurately reported and saved in Tripleseat and Google Drive.

Private Events: Coordinate and schedule site visits for Program Manager after receiving Private Event Information Booking Form data, send follow up emails or forms in Tripleseat to client as needed. Under Program Manager direction when client decides to book, set calendar deadlines for signature of policies, receipt of COI, deposit, final payment, and advance with tech (as needed) to assist with event coordination. Chaperone private events as assigned by Program Manager.