Administrative Assistant, Programming

The Apollo Theater

Essential Duties and Responsibilities include the following:

• Supports the Associate Director, Program Management and the Programming team by:

o Maintaining departmental files, project files, financial files, and contract files;

o Assisting in the development, supervision, and tracking of all departmental contracts

and agreements from drafting phase to creation and execution;

o Managing digital and hard copy record keeping;

o Assisting in the oversight of all contract compliance points;

o Assisting in the oversight and tracking of all the financial records of the department,

including department budgets, check request forms, AMEX, BTA’s and close out budgets;

o Assist in the oversight and tracking of all accounts payable entries and updates on the budget tracking form (as it relates to all contract payments):

1. Processing check requests and wire transfers;

2. Posting check requests on the tracking sheet

3. Assist in compiling staff reimbursements, petty cash reconciliations and Amex reports;

4. Reviewing and confirming financial reports received from the finance department.

o Assisting the company manager in tracking and compiling Company Management expense information including Amex, check requests, etc.

o And, other programming administrative duties as directed

QUALIFICATIONS

• Bachelor’s degree is required, preferably in office administration, business management, finance, or marketing.

• 2 years of related experience.

• Ability to maintain positive, cooperative, professional and collaborative interactions with all levels of the Company

• Excellent presentation, project and time management skills

• Excellent oral and written communication

• Knowledge of Microsoft Office, Outlook, and Adobe is required

• Exceptional organization and follow-up skills with extreme attention to detail

• Ability to wear multiple hats

• Strong judgment and discretion in dealing with highly confidential information

VACCINATION REQUIRED

Vaccination is required, however, the company will consider accommodations for medical and religious-based reasons.

To apply, send cover letters, resumes to Human.Resources@apollotheater.org

Please include the job title in the email subject.