The Special Assistant serves as the primary line of communication to staff, articulating the Artistic Director’s key priorities and agenda for staff, and acts as a liaison between the Artistic Director and the full staff. The Special Assistant provides high-level support to the Artistic Director and Executive Team, consistently exercising personal discretion and judgment to problem-solve and manage a wide range of complex institutional, artistic, development, marketing, and University initiatives. The Special Assistant is also responsible for developing and executing effective systems for managing the Artistic Director’s institutional needs, proactively setting strategic priorities, and anticipating the needs of the Artistic Director in order to advance key goals and projects. They perform other duties as required to ensure the smooth operation and responsiveness of the Artistic Office and the Executive Team to ensure that all matters are addressed in a professional and timely manner and coordinated with key constituents, both internally and externally.

• Organize the logistics of full company meetings and assist the Artistic Director and Executive Team with agendas for these meetings.
• Work closely with the senior and executive leadership at the A.R.T. to identify and implement solutions to address the Artistic Director’s agenda and act as a project manager for those major initiatives on behalf of the Artistic Director.
• Attend internal and external meetings and regularly brief the Artistic Director on matters of significance.
• In the Artistic Directors' absence and consultation with the Artistic Director, they make decisions on the Artistic Director’s behalf.
• When working remotely, plays a key role in creating Zoom meetings and "hosting" them, providing basic technical support to participants such as screen-sharing, chat, and video help.
• Work to balance demands for the Artistic Director and Executive Team’s time, prioritizing, scheduling, and overseeing multiple appointment calendars for the Artistic Director and Executive Producer.
• Manage their complex calendars responding quickly and efficiently to a high volume of scheduling requests and changes, showing significant independent judgment in identifying and resolving potential conflicts.
• Process financial transactions.
• Work with the Chief Development Officer and Development team managing the Artistic Director’s communication with Development contacts, including writing communications and analyzing prospect research in order to strategically allocate the Artistic Director’s attention and time with Board members, major donors, and campaign prospects.
• Serve as the primary line of communication to Board members, the Board Chair, and other key stakeholders on behalf of the Artistic Director.
• Manage critical activity in coordination with the Development team as it pertains to the upcoming A.R.T. campaign and building project in Allston.
• Support the Artistic Director during preparation for upcoming productions, production rehearsals, and technical rehearsals, and previews for the Artistic Director’s directing projects in the theater’s season
• Oversee any additional work in the season.
• Work with the Artistic Director to cultivate, develop, and maintain the most effective and productive artistic relationships with the theater’s expansive roster of artists.
• Attend performances in Boston, New York, and on the Harvard campus on behalf of the Artistic Director.
• Works with the Marketing team and the Editor composing, editing, and proofing a variety of digital and print copy as well as speaking points for public appearances.
• Oversight across departments to enact institutional messaging and maintain a close eye on integration with the overall institutional communications strategy.

The Special Assistant works closely with the Anti-Racism co-leads, ensuring regular communication between them and the Artistic Director. They assist the Managing Director and Company Managers in coordination efforts of the Anti-Racism work, including the ongoing work with Yancey Consulting.

Candidates MUST meet the following basic qualifications to be considered for this role:

Three years of related experience, or equivalent college education/experience.

• Outstanding interpersonal, oral, and written communication skills are essential.
• Organization and attention to detail are critical.
• This job requires the ability to work in a fast-paced environment where demands may need to be reprioritized frequently and multiple tasks handled simultaneously under tight deadlines.
• A high level of professionalism and confidentiality is required, and candidates must be resourceful and efficient.
• It is necessary to bring to the position a creative approach to problem-solving and the ability to think independently, take initiative, and the ability to prioritize and juggle multiple projects under tight deadlines.
• Familiarity with Microsoft Suite and Zoom is a plus.

This position requires the ability to work early morning, evening, and weekend hours as necessary.

A.R.T. is a leading force in American theater, producing groundbreaking work that is driven by risk-taking and passionate inquiry in Cambridge and beyond. Since 2008, Terrie and Bradley Bloom Artistic Director Diane Paulus has pursued A.R.T.’s mission to “expand the boundaries of theater” by programming transformative theatrical experiences, always including the audience as a central partner. A.R.T. is nationally and internationally recognized as a leader of artistic innovation. In recent years, productions that began at A.R.T. have won 19 Tony Awards, and numerous works developed by A.R.T. have been performed throughout the country and around the world.

As the professional theater on the campus of Harvard University, A.R.T. is committed to playing a central role in the cognitive life of the University, catalyzing discourse, interdisciplinary collaboration, and creative exchange among a wide range of academic departments, institutions, students, and faculty members. For more information, please visit our website at: https://americanrepertorytheater.org/

Commitment to Equity and Anti-Racism

A.R.T. is centering anti-racism as a core value, including in its policies, structure, programming, philanthropy, communications, pedagogy, and workplace culture. This journey will be sustained, ongoing, and foundational to the theater.

The A.R.T. strives to reflect and celebrate the diversity of Cambridge and Greater Boston, the Commonwealth of Massachusetts, the United States and the world in its programming, artists, audience, boards, partners, and staff. The A.R.T. is committed to developing and producing work and creating environments that embrace the full breadth and beauty of our shared humanity. The A.R.T. unequivocally opposes any attempts to divide its community through acts of discrimination, omission, and violence. The A.R.T. is dedicated to making a welcoming and accessible space for people of any identity, background, or ability, including but not limited to: race, ethnicity, nationality or immigration status, gender identity/expression, sexual orientation, religion, age, physical/mental ability, appearance, socio-economic status, education level, and political viewpoint.

Harvard University supports a hybrid workplace model which will actively support some remote work. Specific days and schedules for on-site work and remote work will be discussed during the interview process. Please note hybrid workers must reside in a state where Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Arts

USA - MA - Cambridge

AR0556 Arts Management II

Hybrid (partially on-site, partially remote)

ART

-

Full-time

056

00 - Non Union, Exempt or Temporary

Identity

Full time. Monday through Friday. 35 hours per week.

This position requires the ability to work early morning, evening, and weekend hours as necessary.

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.