Position Title: Office Manager/Executive Assistant, Halcyon TheatricalsLocation: New York, NY (In-Person Role)Reports To: Co-Founders & Associate ProducerStatus: Full-time, Non-Exempt About the CompanyTony-Award winning producers Hal Luftig, Cathy Dantchik, and Kevin Connor have joined forces to create Halcyon Theatricals – a bold, collaborative company built on decades of hands-on producorial experience on Broadway, off-Broadway, across the country, and internationally. About the RoleA new role, Office Manager/Executive Assistant is a key team member who supports Halcyon Theatricals in developing and producing plays, musicals, and other creative projects. We are looking for a passionate, detail-oriented, and collaborative individual who is eager to work with our team to create efficient and sustainable systems for the Halcyon office. A fast learner, the ideal candidate should have outstanding organizational skills, strong problem-solving capabilities, facility in moving quickly between different tasks, and a penchant for systems engineering.Working closely with the company’s Co-Founders and Associate Producer, the Office Manager/Executive Assistant facilitates seamless administrative operations and supports the overall team in their efficient execution of production timelines. As a member of this newly formed production company, the Office Manager/Executive Assistant joins Halcyon Theatricals with the opportunity to grow with the company. Key ResponsibilitiesOffice Management & Administrative Support Serve as the office receptionist, answering the phones, welcoming guests, and receiving deliveries.Manage and organize internal file systems for both office and production materials.Oversee management of office calendar.Tracking PTO, comp days, and related documentation.Assist with meeting coordination, proofreading, and document preparation.Setting up conference spaces for in-person and virtual meetings.Working with the Associate Producer to develop organizational systems for both the office as a whole and individual projects.Review and classify credit card statements and reimbursement requests with the support of the Co-Founders.Executive SupportProvide overall scheduling and administrative support to the Co-Founders, including managing their calendars and supporting minor technical needs.Coordinate travel arrangements for Co-Founders and other office members as requested.Coordinating ticketing needs for Co-Founders and others as requested.Office Operations & Facilities SupportOversee general office maintenance and upkeep.Order, stock, and organize office supplies.Serve as a point of contact for facility-related issues.Production & Development SupportSupport the Associate Producer in the tracking of project timelines, rehearsal schedules, and production milestones.Assist the Associate Producer with logistical and administrative tasks across productions, rehearsals, and events. Qualifications & SkillsQualifications listed are an ideal list and not requirements. If you feel you would be a good fit for this position, we encourage you to apply.Bachelor’s degree or equivalent experience in a professional or office setting.Strong organizational skills with the ability to manage multiple concurrent deadlines.Excellent written and verbal communication skills.Ability to maintain confidentiality, exercise good judgment, and anticipate needs.Proficiency in Google Workspace, Microsoft Office, Zoom, and project management tools.Comfortable working independently and collaboratively.Flexibility to work evenings or weekends based on production schedules with advance notice. Traits & CharacteristicsWe are looking for an Office Manager who has a passion for the arts with flexible problem-solving skills. The ideal candidate is detail-driven and has a passion for creating efficient systems and processes. They will bring enthusiasm to an office of passionate theatre makers, and embody kindness and warmth as the first point of interaction for potential clients and collaborators. Equal OpportunityHalcyon Theatricals is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
