Company Info

City Theatre, Inc.
444 Brickell Avenue, Suite 229
Miami, FL, United States

Phone: 305-755-9401
Web Site:

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Company Profile

Administrative Manager


Job ID:



Miami, FL, United States


Administrative Support

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Employment Type:

Full time



Job Description:

City Theatre is seeking an Administrative Manager to work with a dynamic team to execute an ambitious season of programming.  The Administrative Manager plays a key role in Grants Management, Marketing, Office Management, Tour scheduling, Events Management and supporting the Artistic and Literary Directors. This is a full-time position and a great opportunity to be part of one of the oldest professional regional theatre companies in South Florida.  Preference will be given to an arts management professional who is looking to grow their career in South Florida.
Responsibilities include, but are not limited to:
General Business:
- Initiate outreach to Miami-Dade County public schools, private schools and community centers to schedule performances of City Theatre’s Short Cuts tour.
- Update the company’s Master Calendar(s) including performances, grant application deadlines, reporting deadlines, marketing schedules, etc.
- Perform general office tasks such as ordering supplies, managing relations with building management and building’s parking operator, scheduling maintenance for office equipment, filing, preparing materials for meetings, readings, etc.
- Generate invoices and other documents needed to receive payment for services provided.
- Coordinate requests for tickets with performance venues.
- Interact with Artists, Playwrights, Theatre personnel, funders, government cultural arts staff, Board members, etc.
- Plan and Execute Special Events. 

Development and Marketing:
- Create drafts of development narratives for grant applications and reports.
- Solicit and/or create support materials needed for grant applications and reports.
- Work with Grantwriter(s) to ensure timely completion of applications and required reporting.  In the case a grantwriter is not being used for specific application, Administrative Manager will execute all aspects of the funding request from application through reporting.
- Lead efforts in the planning and execution of special fundraising events, including Arsht Center Opening Night.
- Maintain historical records of donors.
- Monitor donor benefits based on sponsorship levels.
- Participate in company events to meet and get to know important people and their relationship with the company.
- Attend sponsor’s workshops, panel review meetings, awards presentations as needed.
- Serve as liaison with Website developer and Graphic Designers - communicate project parameters, and provide timely feedback.
- Monitor company’s social media channels and initiate/respond to content.
- Identify potential external partners who could help in driving ticket sales and/or increased donations.
- Create content for website, eblasts, programs, newsletters, etc. 
Artistic and Literary:
- Assist with scheduling auditions and call backs.
- Interact with artistic staff and contractors to solicit materials needed for performance programs.
- Update program materials with sufficient time to support printing deadlines.
- Assist with creating and executing contracts for actors, designers, production personnel, and playwrights.
- Assist in the execution of City Theatre outreach events, including readings, workshops, etc.

Job Requirements:

College degree preferred.  Five year’s work experience in a not-for-profit arts organization may substitute for education.
A minimum of three years' experience in an administrative position that has required independent initiative. 
Exceptional writing, communication and organizational skills.
Ability to present information concisely and effectively, both verbally and in writing.
Ability to organize and prioritize work.
Self-directed individual who works well independently and as part of a team.
Excellent interpersonal skills.
Intermediate knowledge of Microsoft Outlook and Microsoft Office (Word, Excel and PowerPoint).  Working knowledge of graphic applications is a plus.
This position requires the flexibility to work on weekends, early mornings, and/or late evenings as necessary.
Bilingual in English and Spanish.
Customer service experience.
Theater experience.
Strong time-management skills.

To Apply
City Theatre is an Equal Opportunity Employer. All applicants will be reviewed without regard to race, age, religion, color, sex, veteran status, national origin, marital status, or sexual preference.  Please send resumes to No Phone Calls. Accepting applications until December 20, 2019.