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The Administrative Associate is responsible for supporting the theatre in a variety of administrative functions. The Administrative Associate will focus on customer-facing interactions related to box office, fielding venue rental inquiries, and volunteer recruitment, management, and appreciation. Specific areas of responsibility and duties are described below, and reflect the general qualifications, duties and responsibilities necessary to perform the job. Additional duties may be assigned as necessary.
Responsibilities include support for MainStage productions, showcases for education programming, fundraising events, film screening and special events. The Administrative Associate will generally report to the Interim Administrator, and will also work closely with the Artistic Director and Education Coordinator.
General Roles & Responsibilities
- Develop detailed knowledge of ticketing system and software
- Input new shows, classes, and events. Monitor ticket sales, and generate regular reports
- Problem-solve issues with the ticketing system
- Operate the box office independently
- Train volunteers to work the box office
- Monitor theatre’s general email and phone line
- Answer all voice and email messages related to ticketing, venue rental, or general information.
- Pass voice messages and emails to appropriate staff.
- Assist with the administration and maintenance of financial records, as directed by the Interim Administrator.
- Reconcile transfer of data from the ticketing system to the bank account
- Work with bookkeeper to gather any required data for reconciliation of bank accounts, etc.
- Manage and maintain Customer Facing sites and messages
- APAC Website
- Weekly e-blast messages
- Press releases
- Create show flyers and lobby posters
- Update Marquee, lobby posters, etc.
- Coordinate distribution of flyers
- Monitor volunteer schedule for events (Including productions of mainstage shows, special events, rentals, education showcases, set builds, etc.)
- Ensure that volunteers signed up for tasks that require training have the requisite training
- Ensure that volunteer positions are filled and help to recruit volunteers as needed (Including working with the Artistic Director to fill backstage and design positions)
- Report front of house personnel needs to other staff and help coordinate staffing for rentals, mainstage productions, special events, etc.
- Recruit, maintain, and manage volunteers for set build and strike, front of house, and other special events as needed
- Assist with Mainstage Productions as needed.
- Create programs, both print or electronic.
- Maintain list of advertisers, donors, etc.
Qualifications and Characteristics
- Experience in customer service
- Knowledge of or ability to become proficient with Google Suite of products, WordPress, Canva, Ludus, Slack, etc.
- Has a general knowledge of the theatre’s systems, programs, and facility
- A passion and excitement for the theatre’s mission, vision and values
The Administrative Associate is expected to:
- Be an independent worker who is able to exercise independent judgment
- Be an excellent listener and communicator and work well with all personalities
- Be a problem solver
- Ask questions to learn more, clarify and confirm information
- Be organized and efficient
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions described herein.
- Regularly required to speak and hear in English
- Frequently required to walk; sit; use hands to finger, handle, or feel and reach with hands and arms
- Occasionally required to stand, climb, balance, stoop, kneel, crouch, or crawl
- Occasionally required to lift and/or move up to 50 pounds
Work Environment
- Will work primarily out of the offices of the Aloha Theatre in a shared workspace
- Occasional remote work may be arranged
Compensation, Benefits, and Schedule
- Starting salary of $20 per hour for 35-40 hours per week
- The schedule for this position may vary based on timing of events, and will require occasional evening and weekend hours
- Company benefits may include but are not limited to:
- Health insurance
- Dental insurance
- Temporary Disability Insurance
- Personal Time Off
- Paid and unpaid holidays
Please email your resume to info@apachawaii.org
Fantastic Mr. Fox Auditions – May 19 & 21st – 5pm to 8pm
Get your tickets to Fantastic Mr. Fox 
