Executive Coordinator to the Artistic Director

Arena Stage | Washington, DC

1. → Executive Office Support

• →Manage and maintain the Artistic Director's calendar, proactively coordinating scheduling across internal departments, board committees, external partners, and community stakeholders.

• →Serve as the primary point of contact for the Artistic Director's office, triaging and managing incoming correspondence, phone calls, and unsolicited inquiries with professionalism and discretion.

• →Draft, edit, and prepare correspondence, memos, talking points, and briefing materials on behalf of the Artistic Director.

• →Coordinate domestic and international travel arrangements for the Artistic Director, including itineraries, transportation, accommodations, and expense reconciliation.

• →Manage expense reports, credit card reconciliation, and financial tracking for the Artistic Director's office.

• →Handle ticket requests that come through the Leadership Office.

1. → Board of Trustees Relations

• →Support the cultivation and stewardship of Board member relationships on behalf of the Artistic Director, including scheduling one-on-one meetings, coordinating recognition and correspondence, and tracking engagement.

• →On behalf of the Artistic Director, coordinate Board-related events and receptions in collaboration with the Development and Events teams.

1. → Leadership Meetings & Internal Coordination

• →Plan, schedule, and support regular leadership and cross-departmental meetings on behalf of the Artistic Director.

• →Take clear and organized meeting notes for key leadership convenings; track and follow up on decisions and action items with relevant staff.

• →Maintain smooth communication between the Artistic Director's Office and all departments, ensuring timely information flow and helping to resolve scheduling or logistical conflicts.

• →Support the Chief of Staff on special projects including organizational research, staff event coordination, and strategic planning support.

• →Help onboard new staff by orienting them to the Artistic Director's Office protocols and communication norms.

1. → External Partner & Stakeholder Coordination

• →Coordinate logistics for meetings and communications with external partners, including commercial producers, general managers, peer institutions, and civic stakeholders.

• →Assist in scheduling and preparing for meetings with artists, agents, and industry colleagues as directed by the Artistic Director.

• →Support the Artistic Director with briefing and preparation for meetings, speaking engagements, and events with external partners, Board members, and audiences.

• →Represent the Artistic Director's office with professionalism and warmth in all external interactions.

• 3-4 years of administrative or coordination experience in a non-profit organization, regional theater, or performing arts institution.

• Demonstrated experience supporting senior leadership, including complex calendar management, correspondence, and meeting facilitation.

• Exceptional written and verbal communication skills, with the ability to draft clear, polished materials for a variety of audiences.

• Strong organizational skills and meticulous attention to detail, with the ability to manage multiple priorities under deadline.

• Discretion and sound judgment when handling sensitive or confidential information.

• Proficiency with standard office software (Google Workspace, Microsoft Office) and scheduling tools.

• A genuine passion for theater and a commitment to Arena Stage's artistic and civic mission.

• Familiarity with regional theater operations, non-profit governance structures, government administration, or board relations.

• Background or coursework in arts administration, theater management, nonprofit leadership, or civic administration.