Office & Production Assistant (Theatre)

Main Duties and Responsibilities

Office/Administration

• Ensure the office is efficiently run, including the maintenance of IT and telephone systems and liaising with external contractors.
• Provide administrative assistance to and maintain effective filing systems for Runaway Entertainment.
• Be the first point of contact for phone calls, door buzzer and visitors arriving and be an ambassador for Runaway Entertainment, providing a welcoming atmosphere and hospitality for colleagues and visitors, including offering/making refreshments and preparing meeting rooms.
• Support the Producers by coordinating meetings and managing their diaries as required.
• Collect and distribute post to the relevant recipient, opening where necessary.
• Arrange regular production meetings and company meetings as required, preparing agendas in advance, taking and circulating minutes.
• Coordinate Runaway website updates when required.
• Set up, maintain and update mailing lists as required.
• Maintain Runaway Social Media accounts in consultation with the Head of Marketing.
• Ordering office supplies such as stationery, printer supplies, refreshments.
• Managing the waste/recycling system and maintaining the cleanliness of the communal kitchen area.
• Offering/making refreshments and arranging lunch as required.
• Any other duties as reasonably requested by the team.

Production specific

• Assisting on specific projects as required and directed by the Producer/Head of Production/General Manager/Production Coordinator.
• Obtaining visas and work permits where necessary in connection with international touring productions and for foreign personnel involved in UK productions.
• Booking travel and accommodation as necessary and ensuring these are the most economical rates available.
• Producing and distributing schedules and welcome packs as necessary, greeting visiting artists on arrival in the country as required.
• Support any pre-production requirements including hiring space for auditions and rehearsals, booking equipment or co-ordinating room requirements.
• Coordination of press and media nights, including compilation of guest lists, mailing of invitations, seat allocations, distribution of tickets, logistics, parties and company gifts, working within set budgets.
• Reporting to the General Manager, coordinate any press events as required including arranging cards and gifts.
• Compile and monitor production programmes, maintaining up to date records and information.
• Administrate house seats for each production.
• Manage all complementary and house seat ticket requests and show related inboxes.
• Organise and attend access performances.
• Archive all production information at the end of the run, including archive DVDs, programmes, marketing information and the safe-keeping of the prompt copy.
• Keep and maintain a record of production items that go into storage.
• Compile and mail out weekly investor updates on Mailchimp.
• Be present at rehearsals and technical rehearsals as required and attend running productions on a regular basis.