Department/Team: Production
Responsible to: Producer / General Manager
Contract: Permanent
Location: Mix of home working and from The Old Vic, 103 The Cut, London, SE1 8NB (minimum 3 office days)
Hours: Full-Time – 40 hours per week, Monday-Friday
The Old Vic offers flexible working options under our Hybrid Working policy. Additional hours may be required to meet the post's needs.
Salary: £29,240
Role Summary
The purpose of this post is to provide exceptional administrative support to the Production team, particularly assisting the Producer and General Manager, along with the Associate General Managers, in the administration of productions.
The role
This is an excellent opportunity to join a dedicated team delivering a range of productions in a vibrant theatre. We seek someone with strong organisational skills, a passion for theatre, and who is adaptable and personable.
The ideal candidate may come from a similar role, with theatre industry experience, enthusiasm for theatre, and solid administrative skills. They should be an effective communicator, flexible, adaptable, detail-oriented, and proficient in Microsoft Word and Excel, preferably Outlook. Confidentiality, adaptability to changing priorities, and excellent time management are essential.
Areas of responsibility
Administration
* Arrange appointments and meetings, respond to invitations, and book meeting spaces.
* Service meetings, take and circulate notes as needed.
* Brief the Producer and General Manager for meetings and events, preparing relevant materials in advance.
* Organise travel, produce itineraries, book tickets, and arrange accommodation and per diems.
* Maintain the team’s filing and archiving system.
* Coordinate with Theatre Operations on IT and telephone issues.
* Ensure all new starter paperwork is completed and returned to HR, including right to work checks.
* Stay informed on union agreements (Equity, BECTU, MU), SOLT, UKT, and related policies, updating the team and HR as needed.
* Keep abreast of pension policies and changes.
Finance and Payroll
* Support payroll administration for technical staff, cast, and stage management.
* Code and match credit card receipts and statements, submitting to Finance.
Budgets and Accounts
* Maintain the production budget weekly.
* Process freelance staff invoices and inform relevant managers of delays or issues.
* Monitor and approve petty cash returns.
Contracts
* Prepare contracts and onboarding paperwork for staff.
* Manage storage and secure filing of agreements.
Press and Marketing
* Manage press night logistics, including guest lists, invitations, seating, and event delivery.
* Provide show information and manage biographies for marketing and press.
* Set up and manage the house seat booking system.
* Assist with press and marketing requests for content and access.
* Attend weekly marketing meetings.
Production
* Maintain contact lists, prepare contact and photo sheets.
* Organise travel and accommodation for artists.
* Keep the Stage Management office tidy and welcoming post-production.
* Archive show bibles after each production.
* Support the pastoral care of creatives and staff, managing the Green Room.
* Assist with booking rehearsal and audition spaces.
* Attend rehearsals, meetings, and performances as required.
* Send welcome packs and scripts to cast and crew.
* Arrange Press Night gifts and coordinate guest lists and ticketing.
* Support the production team and assist the Associate Producer with programme activities.
General
* Contribute proactively to the team activities.
* Deputise for the Associate General Managers as needed.
* Perform other duties as assigned, complying with all company policies on equality, safety, and safeguarding.
This list is not exhaustive; additional tasks may be allocated as needed.
Person Specification
The successful candidate must demonstrate:
* At least one year of experience in a similar role within a performing arts organisation.
* A genuine interest and experience in theatre.
* A proactive, flexible work approach.
* Meticulous attention to detail and excellent proofreading skills.
* Approachability and confidence in dealing with staff and artists.
* Decisiveness and lateral thinking skills.
* Ability to focus amidst a busy environment and handle multiple priorities.
* Strong organisational and prioritisation skills.
* Team spirit and independence.
* Experience editing contracts and documents accurately and efficiently.
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