Assistant, Apollo Theater Academy

Organization: The Apollo Theater is a commissioner and presenter; catalyst for new artists, audiences, and creative workforce; and partner in the projection of the African American narrative and its role in the development of American and global culture.

Apollo Education: The Apollo’s Education Department engages audiences of all ages through a variety of programs and events. These include workshops and residencies, performances, and distance learning for K-12 audiences; career and youth development through the Apollo Theater Academy; and events dedicated to deepening the understanding of the arts and cultural contributions of peoples of the African diaspora. As the Apollo is a world-renowned stage, our programs frequently link to the Theater’s larger initiatives including performances, festivals, and the Apollo New Works series. With the addition of two new black box theaters, our Education programs are poised for an exciting period of growth and expansion.

Apollo Theater Academy: In addition to being a monumental platform and resource for furthering the careers of entertainers, The Apollo has a legacy of providing substantive opportunities for technicians, designers, and other behind-the-scenes industry professionals. The Apollo Theater Academy (ATA) honors this legacy through programs that focus on repositioning underrepresented creatives as thought leaders, skilled technicians, and purveyors of artistic change. With the addition of two new black box theaters, our ATA programs are poised for an exciting period of growth and expansion.

Position Summary : The ATA Assistant supports the overall initiatives of the ATA team by organizing and maintaining systems to support daily administrative functions of ATA programs and events. The Assistant works closely with the Associate Director of the Apollo Theater Academy to provide direct support to the ATA team which includes seasonal program coordinators and instructional staff.  The Assistant is often the first line of communication for customer inquiries regarding ATA programs. The Assistant performs other duties as assigned in order to support the successful delivery of overall ATA programs and services. 

Essential Role and Responsibilities : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Oversight of ATA Equipment inventory, both onsite and in off-site storage unit.
• Attends to ATA e-mail messages and voice messages; email and website inquiries.
• Organizes ATA staff meetings, agendas and notes.
• Collects and updates program highlights, statistics, and customer databases.
• Orders general and programmatic materials, equipment, supplies, and hospitality.
• Maintains detailed calendars and schedules of program activities.
• Supports recruitment workflow of competitive selection programs.
• Oversees registration for public-facing ATA projects and events; organizes and maintains collateral materials and databases, and tracks department statistics. 
• Maintains lists of program participants, updating as needed.
• Coordinates monthly reporting of statistical and financial information from ATA program areas.
• Completes documentation of events and highlights reports.

Qualifications: The requirements listed below are representative of the knowledge, skill, ability, and/or competency required.

• Bachelor’s degree plus 3 years minimum experience working in a professional office setting, preferably in an arts/cultural organization
• Excellent organizational and time management skills; Flexibility and reliability to meet deadlines with a strong ability to prioritize and follow-up
• Excellent math skills
• Exceptional written and oral communication skills; Ability to interact with a wide range of personalities and maintain a diplomatic posture

Knowledge of and experience using the following software and platforms necessary :

• Microsoft Office 365
• Familiarity with Ungerboeck or other event booking software a plus
• Virtual conferencing platforms: Zoom, Microsoft Teams, Google Meet
• Team and project management apps
• Databases, electronic forms, and online billing systems
• Google Suite, including the Drive, Docs, Sheets, Forms, Jamboard and Classroom

Competencies :

Analytical

Customer Service

Interpersonal

Oral Communication

Problem Solving

Quality Control

Teamwork

Written Communication

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

To apply, send a cover letter and resume to

Please place the word(s) “ATA Assistant” in the subject header of your e-mail.

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Apollo Theater