Office Manager and Board Liaison - Broadway Dallas, Inc.

Position Title: Office Manager and Board Liaison
Department: Executive
Reports To: SVP Business Administration
Supports: President and CEO, SVP & General Manager, SVP Business Administration, VP Development
Direct Reports: None
Type: Full-Time, exempt, salaried
Compensation: $75,000 annual salary paid twice-monthly
Desired Start Date: January 21, 2025
Schedule: Weekdays 9:00am-5:30pm with significant night and weekend work based on programming.
Location: Music Hall at Fair Park, Dallas, TX, and other locations in Dallas, TX
Remote Work: Infrequent: in person at the worksite, with limited remote opportunities at supervisor’s discretion

Position Summary:

This pivotal position provides administrative support for key executives of Broadway Dallas and manages the office for Broadway Dallas—one of the region’s largest and most prominent nonprofit arts organizations.

The position is the single most publicly accessible of the Broadway Dallas administrative staff and must be present daily and at the many events both in the Music Hall at Fair Park and at various venues in the Dallas area.

This individual supports the President/CEO, SVP and General Manager, SVP of Business Administration, and Vice President of Development in scheduling, correspondence, task management, records management, and other administrative matters and projects.

This individual supports the Broadway Dallas Board of Directors and associated entities (Advisory Board, committees, and other select volunteer and civic groups) in scheduling, attendance, and compiling documents/reports.

This individual is attentive to detail and impeccably reflects the Broadway Dallas brand, always practicing sound business etiquette and protocol for meetings and social events. This individual must uphold the Broadway Dallas DNA (purpose, mission, vision, and values) and its strategic plan pillars including equity, diversity, inclusion, and access.

This position requires regular on-site work in and around the Music Hall at Fair Park. Familiarity with Fair Park and its surrounding neighborhoods is strongly preferred.

Responsibilities include but are not limited to:

Office Management

• Ensure the Broadway Dallas office reflects the Broadway Dallas brand by providing a professional and well-organized environment for staff and a top-notch experience for office visitors.

• Prepare and manage various administrative budgets as assigned and maintain appropriate financial controls.

• Maintain appropriate supplies/furniture inventory and order supplies/furniture as needed.

• Manage and execute receipt of incoming mail/packages and distribution of outgoing mail/packages.

• Maintain and execute file storage protocols both on-site and at remote location(s).

• Arrange for repairs/maintenance/housekeeping as needed.

• Manage common resource/area schedules and workspace meeting room calendars.

• Serve as the records management officer; preserve the historic/archival materials of the Music Hall and Broadway Dallas.

Support President/CEO, SVP & General Manager, SVP of Business Administration, and VP of Development

• Manage/coordinate assigned executives’ schedules, including appointments and travel.

• Greet visitors and answer phone calls for assigned executives.

• Schedule, facilitate, and take minutes for in-person and virtual meetings.

• Maintain a comprehensive set of meeting documents, including contact lists, agendas, and any other documents created by/for staff.

• Ensure meeting follow-up occurs, whether that is drafting correspondence for an assigned executive to send to meeting attendees, completing action items or tasks arising from the meeting, or other follow-up as required.

• Draft correspondence, including emails and formal letters, for assigned executives.

• Represent executives in absentia and as assigned at certain functions.

• Manage assigned executives’ business expense responsibilities, including submitting receipts/documentation and complying with credit card requirements.

• Coordinate with IT staff/vendors and be available to assist visitors, staff, and meeting attendees, both in-office and off-site, with hybrid meeting set-up and execution.

• Coordinate in advance with necessary Broadway Dallas personnel to ensure meeting and event logistics, including calendaring, room set-up, equipment, and food/beverage are planned and executed in a timely manner; this includes but is not limited to donor lounge setup, and large meetings/gatherings for the Board, staff, and others.

• Respond to phone/email inquiries over nights/weekends during heavy periods of Broadway Dallas programming.

Development

• Maintain VP of Development’s records in Raiser’s Edge and hard copy files.

• Speak with donors and the public in person, on the phone, or via email and text correspondence.

Board of Directors

• Maintain a comprehensive set of Board documents, including contact lists, governance documents, agendas, minutes, and any other documents created by/for the Board.

• Liaise with Board Chair, Advisory Board Chair, executives, and others to schedule in-person and virtual meetings.

• Send meeting notices and materials.

• Schedule, facilitate, and take minutes for Board, Advisory Board, associated committees and subcommittees, and other select volunteer and associated civic group meetings.

• Learn the names of Board and Advisory Board members, as well as other regular meeting participants, and take attendance.

• Follow up on actions items from meetings as appropriate.

General

• Maintain confidential and time sensitive material.

• Other duties as assigned.

Requirements:

• At least three years of experience serving in a similar position or management-level arts administration role.

• Demonstrated impeccable written and oral communication skills in person, on the phone, and through email and text correspondence.

• Demonstrated ability to convincingly and concisely communicate the important role of the organization they represent in the community—and specifically the mission and values of Broadway Dallas—to the public and donors.

• Professional presentation with an outgoing, warm, and kind demeanor.

• Demonstrated knowledge of standard office practices/procedures, such as purchasing, arranging travel, calendar management, and organizing records.

• Demonstrated fluency in common office applications/software including spreadsheets for budgeting/planning; calendaring; word processing; slides/presentations; email (bulk and individual); electronic signature; and Microsoft shared platform products such as Teams, SharePoint, OneDrive, and other cloud-based project management programs.

• High school diploma or equivalent.

• Hold a valid driver’s license and have regular access to a motor vehicle or other reliable means of transportation to and from the Music Hall and off-site events/meeting locations.

Preferred Skills/Qualifications:

• Bachelor’s degree or higher—preferably in communications, English, or theatre.

• Familiarity with the Carver governance model, as well as common rules of order, procedures, and practices at formal board meetings as well as less formal staff meetings, brainstorms, and other gatherings.

• Experience interacting with donors, supporters, civic leaders, customers, and other stakeholders.

• Experience using a CRM database, such as Raiser’s Edge or Tessitura.

• Experience in technical theatre—preferably stage management or role supervising diverse groups.

• Demonstrated appreciation for musical theatre or the performing arts in general.

Working Conditions:

• Regular office environment.

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

Benefits:

• Generous benefits package including heath, dental, and vision insurance, participation in the organization retirement plan, PTO allowance, and other benefits allotted to full-time employees.
• Employee Assistance Program.
• Drug Free, Safe Workplace, and Anti-Harassment Policies.
• Professional development opportunities, including trainings and seminars on topics such as Equity, Diversity, Inclusion, & Access (EDIA), safe space training, and other opportunities.
• Occasional access to complimentary tickets to theatrical performances in the Music Hall and at surrounding arts organizations/events.

To Apply:

Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. Broadway Dallas is committed to a diverse and inclusive workplace, so applicants excited about this role but whose experience doesn’t align perfectly with every qualification are encouraged to apply.

Apply online and view other job opportunities at BroadwayDallas.org

About Broadway Dallas

The non-profit Broadway Dallas has presented the best of Broadway touring productions to North Texas audiences since 1941. Located in the historic Music Hall at Fair Park, Broadway Dallas promotes excellence in live musical theatre with year-round performances for diverse audiences of all ages, impacting the lives of children and families through education and community outreach programs, while enriching the cultural landscape of North Texas and the Southwest Region. As a 501(c)(3) non-profit organization, Broadway Dallas relies on a variety of funding sources to offer affordable ticket prices, preserve the beautiful historic theatre, educate young audiences, and develop impactful community programs.

Broadway Dallas does not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and termination of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, sub-contractors, vendors, and clients.

Disclaimer:

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Employer retains the right to change or assign other duties to this position.