Ars Nova seeks Management Assistant

POSITION ANNOUNCEMENT
ARS NOVA’S MANAGEMENT ASSISTANT
Posting Date: March 2021
Status: Part-time, hourly

Ars Nova seeks a detail-oriented, reliable Management Assistant to provide bookkeeping and administrative support. Ars Nova’s Management Assistant is responsible for timely and accurate data entry and reporting required to keep all the wheels in motion of a bustling and thriving non-profit.

Ars Nova exists to discover, develop and launch singular theater, comedy and music artists in the early stages of their careers. We were founded as a playground and launchpad for emerging artists to create new work, with a dual mission to build the next generation of audiences for live entertainment by prioritizing a zeitgeist-forward aesthetic and marrying it with accessible ticket prices.

The Management Assistant joins the six-person General Management Team, which is responsible for line-producing/company managing our Off Broadway productions, as well as the finance, facilities, IT and HR functions for our $4m organization with 18 full-time employees.

Ars Nova recognizes both that it is a predominantly white organization and that historic institutional practices have led to an exclusionary and harmful environment for Black, Indigenous and People of Color. We are actively working to become a more inclusive, anti-racist organization in all ways, across all our activities. We strongly encourage candidates of color, and/or from diverse background/underrepresented groups to apply.

KEY PURPOSE OF POSITION:
Reporting to the Business Manager, the Management Assistant is our bookkeeper/ spreadsheet-and-math-enthusiast/ contract drafter, and helps our team track revenue and expenses, ensuring timely & accurate payments to artists and support staff. The Management Assistant provides critical logistical support to the General Management team, and plays a key role in supporting artist and staff hospitality.

SPECIFIC RESPONSIBILITIES:
Support the Business Manager with daily and weekly booking duties, including tracking and entering new employees’ paperwork in our payroll system (Paychex); tracking our revenue from ticket sales, rental contracts, bar sales, donations and special events, coming via several different online platforms, checks, wire transfers and cash and entering it in our bookkeeping software (Quickbooks Online); tracking and entering credit card & check expenses from staff; assisting other teams with their budget management and analysis; compiling documentation for our annual auditing process;

Support the General Manager with administrative support for producing activities and the rental program including: drafting contracts for union and nonunion employees, resident artists and vendors; corresponding with our artists; tracking our commitments to artists including billing, and ticketing; reviewing weekly reports and communication to our union partners; delivering paychecks to actors and stage managers; and drafting weekly rental reports for producers;

Oversee Artist space cleanliness and all Hospitality by: tracking dietary restrictions and allergies for party planning, and safety; purchasing, stocking & managing the storage of Tech Snacks and fundraising party supplies; managing the hospitality budget for world premieres; Organizing and hosting Birthday Celebrations and Staff Social Events; Leading the staff and artist hospitality for and at our annual Gala;

Serve on at least one of our Equity, Diversity & Inclusion (EDI) Working Groups (Community Support & Action; Equity & Justice Plan; Education, Training & Affinity Spaces; and Data & Surveying) and contribute to the advancement of cross-team EDI projects in addition to collaborating with the rest of the GM team on our assigned annual EDI goals.

This is a non-exempt, part-time hourly position with a starting hourly pay rate of $18, a typical schedule averaging 30 hours per week, and paid sick and family leave. Start date will be on or around May 3, 2021. As of this posting date, Ars Nova staff are working remotely and this position would start without any required on-site work, but would eventually transition to an NYC-based role with on-site work at our 54th street offices.

Ars Nova is an equal opportunity employer, values equity and inclusion, and prioritizes representation and diversity. People of color, and/or from diverse background/underrepresented groups are strongly encouraged to apply.

If you have any issues with the Application Form, send questions and/or your submission to jobs@arsnovanyc.com with the subject line “Management Assistant” Candidates of interest will be contacted; please no calls.

HOW TO JOIN OUR TEAM:
Qualified candidates are encouraged to submit the following materials to Casey York, General Manager by March 26, 2021:
A resume or list of prior work experience,
Something that explains what excites you about this position. This could be a cover-letter-type-document, or a spreadsheet, a voice memo, a powerpoint, or whatever works best for you!
At least one reference (including their email address!)

Submission Link:
https://form.asana.com/?k=3nyxvtYItCpWqgwNQWTyuw&d=75190075101323

HIRING PROCESS
Every application received by March 26th will be reviewed by the Business Manager and General Manager and scored on a numeric rubric based only on 5 the “Must Have” qualities listed in the job posting above. The top 6-8 candidates from that process will be invited to a first round interview on Zoom with the Business Manager in early April. Semifinalises will be asked to complete a brief homework assignment to demonstrate spreadsheet/math abilities and then final interviews will take place in mid-to-late April on Zoom with the Business Manager and General Manager. We’ll then check reference(s) and an offer is expected to be made no later than the end of April.

Requirements

ABOUT YOU:
You have prior training and/or experience with at least one of the following: bookkeeping, spreadsheets, accounting, budget management, or financial tracking;
You actually enjoy number-crunching, math, spreadsheets, calculations, and that moment when it all adds up and balances out and the final penny is counted;
You value attention to detail and clean record-keeping;
You are careful and trustworthy with sensitive information;
You share our commitment to creating and maintaining an inclusive environment, which we define as one where people’s thoughts, ideas, concerns, and cultures are valued, respected, and welcome (shout out to The Woke Coach for that definition).

BONUS IF:
You have a positive attitude, and enjoy collaboration;
You have a desire to improve systems and make things work better;
You have prior training and/or experience in Quickbooks (it’s not rocket science so don’t let this
deter you!);
You have a passion for collaboration, for live entertainment and/or theater-making, for artists of all stripes;
You have a belief that the environment in which we welcome artists and audiences directly impacts their experience and a passion for making that experience as positive as possible.