We are looking for a Production Coordinator & Assistant to the Executive to play a key administrative role in the day-to-day running of Regent's Park Open Air Theatre as part of the Producing & Administration team, and providing assistance to the Executive Director & Artistic Director.

This role involves: Production Coordination
• Working closely with the Associate General Manager and Director of Producing & Administration to support the day-to-day producing,
general management and administrative functions for the theatre's in-house produced and co-produced productions, including but not limited to: coordinating meetings, auditions, workshops and research and development periods, drafting and issuing contracts, conducting availability checks, creating contact and headshot sheets, printing scripts, tracking physio usage, attending producing and production meetings, and taking minutes.
• Being a key point of contact in liaising with creative teams to book travel and accommodation requirements, working to specified budgets, creating detailed itineraries, and supporting the Associate General Manager with visa applications as required.
• Tracking spends across the Producing & Administration budget lines as required.
• Supporting the Associate General Manager with delivering and managing one-off performances (for example comedy and music gigs), including some Sunday working.
• Supporting the Director of Technical & Production with (mostly out of season) administrative duties, including but not limited to arranging parameters, draft design/white card and final design meetings, processing invoices, and credit card reconciliations.
• Supporting on all season-related events such as press nights, Trustee receptions, and end of season parties, including managing guests lists and RSVPs, organising press night gifts and cards, and assisting the Associate General Manager with event sheets and seating plans.
• Providing key project coordination support for the organisation's talent development programmes (such as Open Room, Theatre Dance Lab and The Treehouse Project), learning and engagement activity, and civic responsibility projects.

Executive Assistance
• Providing efficient and effective administration support and assistance to the Artistic and Executive Directors, including but not limited to: diary management, responding to correspondence and undertaking tasks on their behalf, organising travel and accommodation requirements, processing expenses and credit card receipts, and supporting the delivery of out of season events.
• Supporting the Executive Director with governance administration, including liaising directly with Trustees, diarising and arranging all full Board and Sub-Committee meetings, minuting all relevant meetings, assisting with ticket bookings, and coordinating Companies House and Charity
Commission filings.
• Supporting the Artistic Director and Associate Artistic Director in responding to and logging artistic and programming submissions.

Administration & Finance
• Acting as the first cover for Stage Door (including during breaks) with duties including being the first point of contact for all staff and visitors arriving at Stage Door, answering the main switchboard, responding to general and/or ticketing enquiries, and dealing with queries from members of the public as required.
• Supporting Stage Door staff with making, issuing and monitoring access passes and parking permits to staff and visitors where required.
• Leading on the administrative delivery of external rehearsal, audition and artistic hires of the theatre's studios, including coordinating enquiries, drafting and issuing contracts and welcome information, and liaising with the Visitor Services & Operations team about the hirer's requirements.
• Being a key internal point of contact for and leading on the administration of room booking across the site.
• Coordinating the delivery of effective people management processes including but not limited to: collating information for job packs, advertising
roles, receiving and logging job applications, setting up and facilitating interviews, processing new starters, filing all contracts, starter forms and passports, carrying out right to work checks where relevant, keeping the administration bible of processes up to date, and supporting the drafting of welcome packs, company packs and delivery of all induction processes.
• Assisting with day-to-day financial tasks including processing invoices, uploading expense claims, processing Soldo statements, tracking taxi usage and assisting with weekly payroll administration.
• Supporting the Associate General Manager with drafting and issuing contracts for all seasonal Visitor Services and Bars & Dining staff.
• Administratively supporting the work of all teams across the organisation where required.
• Any other duties as reasonably requested by the Associate General Manager, Director of Producing & Administration or a member of the Senior Leadership Team.

PERSON
SPECIFICATION
We are looking for an enthusiastic, resourceful team player with a proactive and can-do attitude to join our small group of permanent staff. This is a perfect next step for a Production Assistant or someone who has already gained some experience in an arts administration environment and is looking to develop their experience of working in a busy producing theatre.

Essential
• A keen interest in theatre, with a desire to develop a career in theatre administration and arts management.
• A warm, welcoming and tactful approach with the ability to work independently whilst also supporting a strong team ethic.
• Excellent skills in both written and oral communication, with a strong ability to communicate effectively with a wide variety of people at all levels in a confident and friendly manner.
• Excellent organisational skills with the ability to juggle multiple priorities and proactively problem solve.
• Excellent attention to detail and accuracy.
• Demonstrable experience of handling confidential information with tact and discretion.
• Experience of using databases and implementing processes and systems.
• Experience of diary management.
• Good computer literacy skills, including Microsoft Office.
• Understanding and commitment to equity, diversity and inclusion.
• A passion for Regent's Park Open Air Theatre and the work we produce.

If there are some skills in the Essential criteria that you do not currently have but feel you could learn and develop over time, please still apply and note this in your application.

Job Title:
Production Coordinator & Assistant to the Executive
Responsible to:
Associate General Manager
Responsible for: N/A
Working closely with:
Director of Producing & Administration, Artistic and Executive Directors, Senior
Leadership Team, and various permanent and seasonal staff across all teams

Contract:
Full-time, 2 year fixed term.

Basic Working Hours:
40 hours per week. Office hours are Monday - Friday, 10am - 6pm.
Occasional weekend and evening work will be required.

Work Base:
Regent's Park Open Air Theatre, Stage Door, Open Air Theatre, London, NW1 4NU.

Salary:
Between £30,000- £32,000 per annum, paid monthly via PAYE.

Benefits:
Contributory pension scheme.
Two complimentary tickets for each of the summer season's lead productions.
Staff discount at the theatre's bar and catering outlets.
Training and development opportunities.
Access to external wellbeing and therapy service.
Private health care after 1 year's continuous service.

Annual Leave:
22 days per annum plus Bank Holidays and discretionary days in December to cover any potential festive shutdown period.

Notice Period:
2 months (1 month during Probationary Period)

Probationary Period:
6 months