22 Mar 2021


Special Assistant to the Artistic Director and Executive Team

Harvard University  Cambridge, Massachusetts, United States

American Repertory Theater

Job Description

Harvard University

Special Assistant to the Artistic Director and Executive Team
American Repertory Theater


Job Summary

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.

Job Code
AR0556 Arts Management II

Job-Specific Responsibilities
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. They organize the logistics of full company meetings and assist the Artistic Director and Executive Team on agendas for these meetings. They 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 to those major initiatives on behalf of the Artistic Director. They attend internal and external meetings and regularly brief the Artistic Director on matters of significance. In the Artistic Directors’ absence and in consultation with the Artistic Director, they make decisions on the Artistic Director’s behalf.

They 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. They 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. They also process financial transactions.

The Special Assistant works with the Chief Development Director 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. They also serve as the primary line of communication to Board members, the Board Chair, and other key stakeholders on behalf of the Artistic Director. They manage critical activity in coordination with the Development team as it pertains to the upcoming A.R.T. campaign and building project in Allston.

The Special Assistant’s duties in the Artistic office include supporting 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 as well as overseeing any additional work in the season. The Special Assistant works with the Artistic Director to cultivate, develop, and maintain the most effective and productive artistic relationships with the theater’s expansive roster of artists. They attend performances in Boston, New York, and on the Harvard campus on behalf of the Artistic Director.

The Special Assistant 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. They have 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.

When working remotely, the Special Assistant 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.

Basic Qualifications
Candidates MUST meet the following basic qualifications to be considered for this role:
Three years of related experience, or equivalent college education/experience.

Additional Qualifications and Skills

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.

Additional Information

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

During the current period of Covid-19 related restrictions, this position may start as a remote position, with the transition to onsite in Cambridge when the office reopens.

We continue to monitor the evolving COVID-19 and the lifting of restrictions. We appreciate your understanding and flexibility with our interview process. We will be conducting interviews virtually for selected candidates until further notice.


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

Equity, Diversity, and Inclusion
The American Repertory Theater at Harvard University strives to reflect and celebrate the diversity of Cambridge and Greater Boston, the Commonwealth of Massachusetts, the United States, and the world in our 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. We unequivocally oppose any attempts to divide our community through acts of discrimination, omission, and violence. We are 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.

Job Function

USA – MA – Cambridge

American Repertory Theater/Artistic

Time Status

00 – Non-Union, Exempt or Temporary

Salary Grade

Pre-Employment Screening

Full Time. 35 hours per week.

EEO Statement
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.

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Full-Time Job in Arts and Culture:
Special Assistant to the Artistic Director and Executive Team
Harvard University
 Cambridge, Massachusetts, United States

Job Categories: Arts and Culture. Job Types: Full-Time. Job Tags: assistant, director, executive director, management, and theatre. States: Massachusetts.
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