Administrative Assistant 

Job Title: Administrative Assistant 

Company: The Sarasota Players 

Location: Sarasota, FL 

Job Type: Part-time 

Reports to: CEO 

About Us: Sarasota’s community theatre for over 95 years, offering affordable, high-quality productions and theatre education for all ages.  

Position Summary: 

The Administrative Assistant (AA) is responsible for helping coordinate and oversee the company’s daily operations including but not limited to purchasing, payables, facilities, and technology needs. The AA works with a great deal of independence and exercises independent judgment in performing a wide variety of duties. The AA ensures quality of operations and customer service and works closely with senior management to meet company objectives. 

Primary Responsibilities: Including but not limited to: 

• Provide administrative support to ensure efficient operation of the office. 

• Answer and direct phone calls, emails, and other correspondence. 

• Schedule and coordinate meetings and appointments. 

• Maintain and update company databases and records. 

• Assist in the preparation of regularly scheduled reports. 

• Develop and maintain the filing system. 

• Order office supplies and research new deals and suppliers. 

• Provide general support for visitors. 

• Handle sensitive information in a confidential manner. 

• Primary contact for vendor partners. 

• Work with vendors, suppliers, and staff to ensure scheduling and completion of regular maintenance and repairs of facilities. 

• Identify and implement operational efficiencies. 

• Prepare and provide all documents essential to the bookkeeping and accounting vendor for bi-weekly payables processing, including coding and uploading of all payables. 

• File payables receipts weekly, file deposits monthly, and rotate, pack, store files annually. 

• Process and distribute mail daily. 

• Handle onboarding and offboarding of employees with IT and other vendors. 

• Establish and maintain effective working relationships with various groups, vendors, co-workers, etc. 

• Perform other administrative duties as assigned. 

Hours & Pay:  

20-25 hours per week. Work location is onsite with flexible days and hours between 8:00 am and 5:00 p.m. 

$20/hour 

Qualifications & Skills: 

• Proven experience as an administrative assistant and/or similar role. 

• Proficiency in Microsoft Office (Outlook, Word, Excel, etc.) and ability to learn and effectively utilize other software. 

• Operational and financial insight and ability to manage budgets. 

• Strong people skills to properly engage with management, staff, volunteers, instructors, patrons, students, and other community members. 

• Excellent time management and organizational skills with the ability to prioritize work. 

• Attention to detail and problem-solving skills. 

• Excellent written and verbal communication skills. 

• High school diploma. Additional qualifications as an Administrative Assistant or Secretary will be a plus. 

• Experience in theatre or other performing arts operations preferred. 

Additional Details: 

Must be able to- 

• Speak fluent English 

• Remain in a stationary position at least 50% of the time. 

• Move about accessing file cabinets, supplies, office machinery, tools, and equipment. 

• Occasionally ascend/descend a ladder and/or stairs. 

• Often operate a computer and other office and job productivity machinery. 

• Exchange accurate verbal and nonverbal communication and legible written information. 

• Occasionally move/carry supplies and equipment up to 25 lbs.