Administrative Assistant to the Executive Producer (Permanent, full-time)
TRICYCLE THEATRE
2017 is a hugely exciting time to join the team at the Tricycle Theatre, one of London’s leading producing venues as it prepares to reopen in spring 2018 following an extensive capital project. The project is set to deliver a raft of improvements, including an upgraded theatre with a new stage and seating, improved access throughout the theatre and backstage areas and better front of house facilities for all, including a new cafe space providing a more welcoming environment for audiences and the public.
Under the leadership of Artistic Director, Indhu Rubasingham and Executive Producer, Bridget Kalloushi the Tricycle has played to 95% capacity for most of our in-house productions (including Red Velvet, Handbagged, The Father and The Mother) and successfully transferred productions to New York (Red Velvet at St Ann’s Warehouse) and the West End (Handbagged at the Vaudeville, The Father at Wyndham’s Theatre). The Tricycle has won an Olivier Award for Outstanding Achievement and a London Evening Standard Theatre Award and the Tricycle’s latest hit, The Invisible Hand, by Pulitzer Prize-winning playwright Ayad Akhtar was recently nominated during this year’s Olivier’s Awards
OUR MISSION
The Tricycle presents the world through a variety of different lenses, projecting unheard voices in to the mainstream. We create high-quality, engaging and innovative work. Located in Brent, the most diverse borough in London, the Tricycle is a local venue with an international presence.
OUR VISION
We produce world-class British and international theatre that reflects the exceptional diversity of our local community. We make theatre that crosses continents and tells big stories about how human connections are made through culture, race and language.
The Tricycle stages at least six productions per year in our intimate and unique theatre. Of these plays, half are produced in house by the Tricycle’s artistic team, with other work staged in collaboration with national and international companies.
Our ambitious Creative Learning programme aims to develop the imagination, aspiration and potential of children and young people. We invest in creating meaningful relationships with young people who are passionate about theatre but often have limited access to it. The Role
The Administrative Assistant to the Executive Producer will play a key role in supporting the Executive Producer in the administration and delivery of the Tricycle Theatre’s artistic programme and day-to-day running of the organisation.
Responsible to: Executive Producer
Duties and Responsibilities
Company Support the artistic policy of the Tricycle Theatre. Attend all weekly meetings as required.
Personal Support Day-to-day email support to the Executive Producer Maintaining the Executive Producer’s diary Working with the Artistic Director’s PA to organise meetings and co-ordinate diaries
General Administration Maintain excellent communication across the organisation, establishing appropriate communication protocols Work with the Executive Team and Theatre Administrator to disseminate information to the board as required and to arrange board meetings Act as a first point of contact for the Board of Trustees, and deal with enquiries Assist with special events and meeting organisation and set up Conduct various pieces of research upon request Support the Executive Producer and Operations Manager on HR tasks such as Staff Appraisals and Contracts General maintenance of filing systems
Producing Administration Support the Executive Producer with all aspects of producing the Tricycle Theatre’s programme Support the Executive Producer in the preparation of standard Equity/ BECTU/ union contracts for actors and stage management, ensuring that all artists are properly contracted and that the theatre is compliant with all appropriate union regulations Support the Executive Producer in the preparation of visiting companies and co- production contracts Support the Executive Producer in negotiation of all Creative Team appointments for in house productions Support the Executive Producer in negotiation of all Writers commissions, working with the Artistic Director Support the Executive Producer in the acquisition of rights as required Lead on the key administration areas of productions, including drafting standard contracts, production schedules, drafting production budgets, maintaining a good filing system and other administrative tasks Under the guidance of the Executive Producer and Finance Team, ensure that all production budgets are kept up to date and accurate Under the guidance of the Executive Producer and Finance Team, support the administration surrounding investment is transfers, tours and co-productions Liaise with artists and agents regarding accommodation, travel and flights for Artists working at the Tricycle, as required, working closely with the Theatre Administrator in the organisation of this Support the Executive Producer in ensuring that all information required for processing payroll of actors, stage management and freelance staff is processed in good time. Attend and minute all production meetings
Budgets Support in the production and maintenance of production budgets, annual budgets and general budget reports
Other Support necessary regular reporting, such as Arts Council England annual return, quarterly reports to the London Borough of Brent, Board Committee reports and Executive reports for the Board of Trustees Assist with administration surrounding Charity Commission, Companies House and licensing as required
GENERAL
Work in support of the artistic policy of the Tricycle Theatre Adhere to, and actively contribute to all Tricycle Theatre policies, including Equalities (diversity, access and equal opportunities), Environmental and Health & Safety Actively develop and implement green policies and practices for the department Attend read-throughs, previews and press nights and other Tricycle Theatre events as required Attend weekly staff meetings Act always in the best interest of the Tricycle Theatre Any other duties as may reasonably be required
This job description is a guide to the nature of the work required of the Administrative Assistant to the Executive Producer and does not form part of the contract of employment. It is neither wholly comprehensive nor restrictive and therefore does not preclude change or development that will inevitably be required in the future. PERSON SPECIFICATION
Essential: ● A keen and active interest in the Arts ● A desire to develop skills in producing theatre; in house, tours and transfers ● Proven experience in arts administration ● Experience working in a busy office environment ● A high level of computer literacy, and experience of the Microsoft Office suite and email system ● Excellent organisational skills ● Excellent communication (both written and verbal) and the ability to work with people at all levels, both internally and externally ● Calm under pressure and able to multitask ● Efficient and methodical ● Good time management with an ability to prioritise, manage a busy workload and work to deadlines ● Attention to detail ● A positive attitude with a high level of self-motivation and ability to work with initiative ● An up-to-date knowledge of the theatre sector
Desirable: Knowledge of contemporary theatre and new writing in particular Experience of budget management Experience of supervising the work of others Proven ability to work within allocated budgets
TERMS AND CONDITIONS:
Term: Permanent, full-time
Hours: 45 hours per week. Office hours are 10am to 6pm although regular evening work is required e.g. press nights
Salary: £23,000- £24,000 per annum depending on experience
Annual Leave: 20 days per year plus standard bank holidays increasing to 25 days per year after two years’ continuous employment
Probationary period: Six months
Notice period: One month during probationary period, three months thereafter Pension: The Tricycle operates a contributory pension scheme for all permanent employees. The Tricycle’s contribution is capped at 3% of basic salary although the employee may contribute more.
Other Benefits: Complimentary tickets for preview performances, subject to availability £2 cinema tickets for all standard screenings
Application Procedures:
Please note that only applications submitted on the Tricycle’s standard Application Form will be considered. We do not accept CVs.
Application Forms can be downloaded here: http://www.tricycle.co.uk/about-us/jobs/
Once the Application Form and Equal Opportunities Monitoring Form are completed please return, by the closing date below, to:
Email: [email protected] By post: James Foran, Operations Manager, Tricycle Theatre, 269 Kilburn High Road, London, NW6 7JR
Closing date for applications: 12 noon Monday 25th September 2017 Interviews to be held: Week commencing 2nd October 2017
The Tricycle welcomes and encourages applications from everyone regardless of their age, sex, race, religion or belief, sexual orientation, gender identity, ethnicity, disability or nationality.