American Legacy Theatre (ALT), a 501(c)(3) charitable organization, empowers voices for equity. ALT generates inviting, reimagined theatrical experiences for all people to have a voice in enriching society. To achieve its mission, ALT consistently invites non-traditional theatre goers to participate in innovating beyond conventions that inherently prevent audiences and artists from bridging into dialogue that invigorates the community to positive action. With a strong focus on both socio-economic and geographical accessibility, ALT aspires for a day when every American has access to the empathy-building art form of theatre, and has a respected voice “in the room where it happens.”  Our four programmatic pillars are: In Classrooms supported by MC & Tom Brennan, In Communities, In Homes, In Workplaces.

American Legacy Theatre was an all-volunteer organization for the first five years until July 2021, when it hired its first FTE - Executive Artistic Director & CEO (EAD & CEO). This Executive Assistant position is meant to proactively administer, execute, and support the accelerated growth trajectory ALT continues to be on to meet the demand of the community.

American Legacy Theatre, a small and growing theatre-based nonprofit, is creating a part-time Executive Assistant position. This position will report to the EAD & CEO, work collaboratively with other team members - internal, outsourced, and volunteer - and will join the organization as a support expert. Primary responsibilities include executive and administrative support, finance and office management, and support for development, reporting, meeting, event, and program operations to help grow the organization and strengthen its relationships in the community. While working closely with a variety of internal and external stakeholders, this position must be comfortable with navigating shifting priorities, enjoying start-up or entrepreneurial-like settings, and working in a hybrid setting amidst various environments. 

ALT is seeking a resourceful and detail-oriented Executive Assistant to support the EAD & CEO and key team members. This role is critical in keeping operations smooth, events well-executed, and communications clear which are key components to drive our shared mission forward.

The ideal candidate is a proactive multitasker with a knack for logistics, communications, and

relationship-building. They must be comfortable balancing multiple responsibilities, supporting

high-level stakeholders, and contributing to the organization's financial, operational, and

programmatic success.

Goals for three-, six-, and twelve-months will be collaboratively built upon hiring to support annual budgets and the current three-year strategic framework through the end of June 2028.

Location: Cincinnati, OH, USA (Hybrid; must reside in the region)

Position Title: Executive Assistant

Reports To: Executive Artistic Director & CEO - currently Matthew David Gellin, MFA, CFRE.

Company Name: American Legacy Theatre

Hours: Part-Time; Non-Exempt Employee; Up to 19 Hours/Week. A handful of weeks around key projects may require more hours.

Work Days: Predominantly Monday through Friday.  Organization-wide availability M-F 10a-3p. Some work hours are flexible to meet the needs of the organization, community, and core role functions. Weekends and nights are required, at times, throughout the year due to programmatic offerings. 

Compensation: $19-$25 per hour, depending on experience.

Starting Benefits: Fifty-seven (57) hours PTO prorated to July 1 fiscal year, up to ten (10) paid ALT-holidays at the rate you would have normally worked that day (maximum of 4 hours), partial phone reimbursement, professional development, and a chance to make meaningful impact through the arts and social change.

COVID-19 Vaccination: This position does require full vaccination as defined by the Center for Disease Control.

Primary responsibilities include but are not limited to: 

Executive & Administrative Support:

• Manage and triage EAD & CEO’s inbox, calendar, and meeting coordination.

• Track action items and follow up to ensure timely completion.

• Manage the contact database (Salesforce) to keep client, donor, volunteer, and vendor records accurate and up to date.

• Handle travel planning and expense management for EAD & CEO and staff.

• Maintain general organizational inbox, screen and route calls, and aid in stakeholder general communication. 

• Type, proofread, edit, and produce reports, proposals, and general correspondence.

• Work with external vendors to ensure communications systems (email, internet, phone, website) are operational and meet organizational needs.

Finance & Office Management:

• Help track and manage revenue and expenses for invoice submissions to funders, manage documentation for reimbursements, and assist with budgetary financial reviews in collaboration with ALT’s contracted bookkeeper.

• Process staff expense reports and support payroll preparation.

• Order and manage office supplies and inventory.

• Handle minor vendor issues and competently operate standard office equipment.

• Provide support when a physical office space is secured.

Development & Reporting Support:

• Maintain donor and partner contact records; track interactions and assist with stewardship and basic prospect research.

• Collect and organize program and development data for grant and impact reporting.

• Set up basic automation workflows to increase operational efficiency.

• Support and prepare fundraising reports and dashboards as needed.

Program, Meeting, and Event Support:

• Assist with all organizational events, including artistic productions, networking events, and

fundraisers.

• Manage back-of-house logistics and day-of event execution.

• Provide operational support for meetings and programs including setup, catering, invitations,materials, note-taking, and cleanup.

• Research vendors and source quotes for services, supplies, or event needs.

• Track contracts and coordinate paperwork collection and filing.

• 3+ years of experience in administrative support, office management, or executive assistance (nonprofit or arts sector experience a plus)

• Exceptional organizational skills and the ability to manage multiple priorities and deadlines with accuracy and efficiency

• Strong verbal and written communication skills

• High level of discretion and professionalism in dealing with confidential or sensitive information

• Technologically proficient, including Google Workspace and Microsoft Office

• Experience with CRMs, Salesforce preferred

• Familiarity with financial documentation, budgeting, and basic accounting principles

• Energetic, resourceful, and mission-aligned team player

Preferred Skills:

• Event planning or production logistics experience

• Knowledge of nonprofit budgeting and donor development

• Comfortable with remote and hybrid collaboration tools

• Creative thinker with strong problem-solving abilities

Traits and Characteristics: 

The Executive Assistant must be passionate about the organization’s mission and legacy, exceptionally organized, and eager to grow the mission. The Executive Assistant will be an ethical and collaborative team member who seeks authentic relationships and thrives managing multiple priorities with accuracy and efficiency.  

This detail-oriented people-person will be able to maintain high levels of discretion and professionalism. This arts administrator will demonstrate a results-oriented, yet flexible, style demonstrating an entrepreneurial drive with strong verbal and written communication skills. The ability to accept responsibility for failed tactics, seek assistance, and acknowledge not having all the answers is also key. 

This service-minded individual must have strong emotional intelligence and ability to handle conflict in a professional and humble manner. This bridge builder should be eager to advocate the message of American Legacy Theatre with the community.   

Believing in the power of theatre and commitment to the values of inclusion, diversity, equity and access are an absolute must. 

NOTE: Presently ALT is structured as a hybrid organization based in the Greater Cincinnati metropolitan area. The Executive Assistant will have access to a co-working space in the Pleasant Ridge neighborhood of Cincinnati. This structure may shift as the organization grows and the needs change. 

Please submit your cover letter and resume to info@americanlegacytheatre.org with the subject line format of:

Executive Assistant - LAST NAME