Dr. Phillips Center for the Performing Arts · 1 week ago
Administrative Assistant, Programming
Dr. Phillips Center, 155 E ANDERSON ST, Orlando, Florida, United States of America
Full-time
Onsite
Entry Level
2+ years expDr. Phillips Center for the Performing Arts is seeking an Administrative Assistant, Programming to support the Programming team with organizational and administrative duties. This role involves ensuring efficient communication and administration for events, scheduling meetings, managing expenses, and maintaining professional relationships with stakeholders.
AssociationHealth CareNon Profit
Responsibilities
Ensure that all administrative responsibilities, both internal and external, are accomplished with the utmost accuracy, efficiency, and professionalism. Duties include, but are not limited to: scheduling meetings/appointments; coordinating meeting setup details (F&B, attendee invitations, parking reservations, security notification, promptly greeting guests, etc.); maintenance of Vice President's various calendars; photocopying and document preparation; general document filing; presentation preparation (PowerPoint); creating and maintaining agendas; timely follow up on assigned items; making travel arrangements (hotels, flights, car rental, restaurant reservations, etc.); and creating travel itineraries as needed
Compose and produce correspondence on behalf of the Programming team
Facilitate the efficient receipt of and response to ticketed event inquiries and applications, ensuring accurate and timely communications to both internal and external stakeholders
Schedule calls, tours and in-person walk-throughs
Manage special projects as assigned
Create and monitor event specific timelines to ensure all internal deadlines are anticipated and met
Track and submit all music license responsibilities for ASCAP, BMI, SESAC, and GMR following established guidelines and procedures
Code all internal and external department expenses utilizing appropriate accounting GL codes and show codes; and manage monthly expense tracking in Concur for department’s credit card usage
Manage all subscriptions, memberships, and renewals for department including Florida Presenters, Broadway League, Celebrity Access, Pollstar, etc. Track memberships and renewals to prevent lapses
Create and manage Programming slides for various presentations to key stakeholders including, but not limited to, board members, senior leaders and other departments
Assist and manage reporting of various Programming data to include: total number of performances, total types of performances (genres), attendance records, and number of Regional groups at the Center
Schedule any shadowing or internship programs for the department
Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values
Maintain a professional and friendly relationship with other departments, colleagues, and partners
Able to remain calm under pressure. Ability to work effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy. Maintain Dr. Phillips Center standards of customer service at all times
Able to effectively communicate in English in both written and oral forms
Other duties as assigned
Qualification
Required
At least 2 years' administrative assistance experience required
Strong knowledge of Microsoft suite (Word, Excel, Outlook, PowerPoint and Teams)
Excellent verbal and written communication skills; professional and customer service centric
Must be able to complete basic and moderately complex mathematical functions to compile data and complete expense reports
Ability to work collaboratively with all staff, artists, producers, etc
Excellent organizational skills; Ability to work independently and prioritize multiple time-sensitive projects
Strong creativity and problem-solving skills. Highly motivated self-starter
Able to demonstrate diplomacy in high stress situations
Ability to multi-task and to work in an extremely fast paced environment
Knowledge of artists contracts, ticket riders and settlements is a plus
This position requires the ability to work a variable schedule, evenings, weekends, and holidays to meet operational needs
Preferred
Associate degree preferred
Experience with Concur (or equivalent expense and travel platform) preferred
Company
Dr. Phillips Center for the Performing Arts
The Dr. Phillips Center for the Performing Arts is so much more than a place. So much more than a stage.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Christopher Stone-Husocki
Manager, Partnerships
Keaton Kovacs
Strategic Partnerships Sales Manager
Recent News
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2025-08-01
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