Company Info

Adrienne Arsht Center
1300 Biscayne Blvd
Miami, FL, United States

Phone: 786-468-2000
Web Site:

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Company Profile

Programming Assistant


Job ID:



Miami, FL, United States


Administrative Support

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Zip Code:


Employment Type:

Full time



Job Description:

Basic Function

The Programming Assistant reports directly to the Vice President, Programming and is responsible for providing administrative, professional, and strategic support to the Vice President, Programming.


• Manages and maintains the Vice President, Programming calendar and schedules appointments.
• Answers telephone calls and e-mails as it pertains to the Vice President, Programming.
• Independently prepares correspondence.
• Ensures appropriate follow-up requests.
• Prepares artist contracts, including drafting, managing and tracking documents, obtaining institutional approvals and communicating with agents, artists and co-producers as needed in conjunction with Vice President and Program Directors. 
• Maintain electronic filing system for all contracts.
• Arranges conferences and meetings.
• Schedules travel arrangements and itineraries both national and international trips.
• Frequent interaction with the Resident Companies, Guest companies and/or Artists, Board members, government officials, lawyers and constituents.
• Engages in self-directed projects requiring research, coordination, and scheduling.
• Prepares (or reviews) and delivers expense reports and departmental check requests (including company credit card bills) to the Accounting department.
• Perform special producing projects as assigned by the Vice President, Programming.
• Ensure all marketing materials are proof read, signed and properly routed.
• Prepares (or assists) in the preparation of spreadsheets, power point presentations, etc.
• Represents the Vice President, Programming at meetings and events as requested.
• Scheduling and securing resources for departmental meetings, creating agendas,
• Maintains effective and friendly liaison with internal departments and external partners.  Represents the department in a positive manner.
• Archivist for all productions.
• Manage in-house auditions for productions.
• Follows policies and procedures.
• Performs related and other duties as assigned by Vice President, Programming.
• Note: This position requires flexibility in scheduling the workday, as this position requires irregular hours.

Job Requirements:

Ideal Experience

• Bachelor’s degree (or equivalent) in appropriate field. Additional experience may substitute required education on a year-for-year basis. Prior experience supporting an executive.
• Theater experience preferred.
• Five years of clerical experience, two of which have included the organization, coordination and performance of duties at a responsible level.
• Good writing and editing skills.
• Administrative ability.
• Intermediate knowledge of Microsoft Outlook and Microsoft Office (Word, Excel and PowerPoint).
• Demonstrated ability to effectively and efficiently coordinate multiple tasks.
• Experience in a cultural organization.

Personal Characteristics
The Programming Assistant to the Vice President, Programming should be:

• Diplomatic, discreet
• Action-oriented; a doer
• Affable, easy to get to know
• Determined and persistent
• Highly energetic
• Dedicated to accomplishing the organization’s goals

Physical Demands

• While performing the duties of this position, the employee is frequently required to stop, reach, stand, walk, lift, pull, push, grasp, communicate, and use repetitive motions.
• While performing the duties of this position, the employee may frequently lift and or move 20 pounds of materials.
• The position requires the individual to meet multiple demands from multiple people and interact with the public and other staff. 

Suggestions for candidates and expressions of interest should be addressed to:

Email:, with Programming Assistant search in the title line.