Programming Assistant

Hennepin Theatre Trust is a nonprofit arts organization whose mission is to create positive change through the arts. We achieve our mission by presenting a rich mix of live performances, creating inspiring arts education experiences and advancing a thriving Hennepin Avenue cultural district in downtown Minneapolis. The Trust’s activities include presenting Broadway touring productions and concerts, administering Spotlight Education, our state-wide educational program for high schools, and our placemaking and public art program which has created such iconic works as the Bob Dylan mural. In addition, we have opened a new event center at 900 Hennepin Avenue. Learn more about us at hennepintheatretrust.org.


The Programming Assistant supports the programming teams at Hennepin Theatre Trust (Placemaking and Public Art, Spotlight Education and Theatre Programming). Reporting to the Director of Placemaking and Public Art, the person in this role is responsible for supporting theatre district-related work by managing meeting calendars and event calendars, sending meeting invitation and agendas, taking and distributing meeting minutes and maintaining contact lists. The role supports all of programming by completing such tasks as processing invoices, ensuring contracts are complete, providing documentation for grant fulfillment, distributing donated tickets, updating documents into Salesforce and ensuring assessments, reports and evaluations are complete. At times, the Programming Assistant may help coordinate events and participate on project-related work.

The Programming Assistant interfaces with a variety of stakeholders including but not limited to, business and property owners, civic leaders, teachers, vendors and artists. Consequently, the person in this role needs to be able to work with a diverse group of people and personalities, consistently living the values of Hennepin Theatre Trust in every interaction.

PRINCIPAL DUTIES AND RESPONSIBILITIES:  

General Administrative

  • In service of theatre district-related work, coordinate meetings and manage the calendar for the Director of Placemaking and Public Art. Tasks include, but aren’t limited to, weekly meeting prep, sending invitations, generating agendas, transcribing and distributing minutes, entering appropriate data into Salesforce and managing mail lists. For recurring meetings, responsibilities also include setting the calendar for the year. For larger projects, the work may include helping with reporting.
  • Gather program evaluation data in support of grant fulfillment.
  • Process and submit invoices and expense reimbursements accurately and on time. As appropriate, remind Finance and leadership when deposits are due.
  • Ensure contracts are complete, signed, submitted, and properly filed.
  • Ensure assessments, reports, and evaluations are complete and properly filed.
  • Maintain data in Salesforce, ensuring data integrity and accuracy.
  • Coordinate ticket distribution for Access and donated tickets.
  • Conduct potential show research and track historical venue costs. Set up marquee information with the Historic Theatre Group.
  • Organize poster/herald arrival; Hang posters in theatres.
  • Other duties as assigned.

QUALIFICATIONS

Required

  • Associates degree and/or 1 to 3 years of related experience
  • Ability to work with a diverse group of people and contribute to the establishment of an inclusive environment
  • Able to build trusting relationships and work collaboratively
  • Effective customer service skills
  • Strong communication skills, both written and verbal
  • Resourceful and able to solve problems quickly
  • Strong organizational and time management skills; able to prioritize and flex with change
  • Ability to exercise good judgement and discernment
  • Ability to multitask
  • High attention to detail
  • Able to work under pressure and meet deadlines
  • Basic math skills
  • Proficient in MS-Office programs

 Desired

  • Event coordination
  • Familiarity with scheduling software
  • Experience working with a CRM platform like Salesforce

Physical and Schedule Requirements

  • Ability to work some evenings and weekends
  • Current driver’s license and in possession of personal vehicle
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the assigned and essential functions.

HOW TO APPLY

 Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications.  Management reserves the right to change or modify such duties as required. All employees are responsible for following applicable Hennepin Theatre Trust policies and procedures as defined by their manager or Employee Handbook.

 Hennepin Theatre Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability or genetics.