Interim General Management Coordinator

Job Description

Position Overview

Performs independent administrative general management support within the General & Company Management department. The complexity and diversity of duties distinguishes this professional position.

This is a full-time interim position. Contract date: 5/27/2025 - 10/31/2025.

Organizational Background

The Oregon Shakespeare Festival (OSF) was founded in 1935 in Ashland, OR, and has grown from a three-day festival of two plays to a nationally renowned theatre arts organization that presents a rotating repertory season of up to 10 plays and musicals, including illuminating interpretations of Shakespeare, other enduring classics, and new works. OSF productions have been presented on Broadway, internationally, and at regional, community, and high school theatres across the country. OSF received the 1983 Special Tony Award for Outstanding Regional Theatre and is one of the largest nonprofit theatres in the nation with three stages, including an outdoor Allen Elizabethan Theatre.

Statement of Purpose

The Oregon Shakespeare Festival creates world-class theatre, revealing our collective humanity through illuminating interpretations of new and classic plays, and inspiring a love of our art form for current and future generations.

Company Values

We are committed to working toward inclusion, diversity, equity, and accessibility, creating a space of belonging for all audiences and employees—through concrete actions and systemic improvements.

We nurture and support our artists, attracting and retaining diverse, innovative talent across the organization.

We believe in the transformational power of collaborative artmaking and performance.

We recognize the importance of responsible stewardship of resources and sustainable business, financial, and environmental practices.

We serve the public good and engage with and respect our community of artists, audiences, staff, local citizens, patrons, donors, and the greater theatre community worldwide.

Principal Duties and Responsibilities (Essential Functions):

Performs a variety of general management support and administrative functions for the General & Company Management department, including without limitation: calendar event operations for the organization, document and contract drafting, printing, mailing, and filing; scheduling meetings; taking minutes at meetings; preparing collateral documents and/or presentations.

Coordinate all operational aspects of renting OSF spaces to external organizations and individuals. Responsibilities include, but are not limited to: Receiving, evaluating, and responding to rental inquiries; Scheduling and attending site visits or meetings with clients, including evenings and weekends; Drafting, reviewing, and finalizing rental contracts; Processing and tracking rental payments; Providing on-site support for rentals, including addressing operational or emergency issues as they arise.

Supports, implements, and maintains procedures for shared spaces and conference rooms on campus.

Checks various voicemail and email inboxes, and forwards or responds to messages as needed.

Participate in the department's 24/7 emergency On-Call schedule. The Associate Director of General and Company Management will assign shifts that include weekday, weekend, and evening shifts; this may include transporting individuals, unlocking doors, reporting urgent housing/maintenance needs, responding to Stage Management needs, etc.

Manages OSF vending machine operations, including purchasing and restocking products. Works with Safety department to ensure products are free of known allergens, enacting emergency product removals as identified.

Supports Associate General Manager with Tenants and the company housing Friends and Family rental program, including but not limited to receiving and responding to rental requests, invoicing, collecting payments, documentation, sending itineraries, etc. which may require weekend and evening work, or after-hours requests for assistance.

Other duties as assigned by Associate General Manager.

Other Duties and Responsibilities:

Provide support to other General Management-related departments or functions (e.g., Company Management, Safety & Security, Support Services, Facilities) as assigned by Associate Director of General & Company Management or Associate General Manager.

Driving OSF Fleet vehicles to transport guests, employees, or fixtures and furnishings is a requirement of the position which may require weekend and evening work, or after-hours requests for assistance. While driving employee must follow all traffic laws including but not limited to: Posted Speed Limits, Signal Lights, Signs, Designated Airport Rules, Cell Phone Rules, Intoxication Rules, and others. Follow OSF policies and procedures regarding vehicle key, cleaning, maintenance, fueling and storage.

Supports the mission and values of OSF.

Embraces OSF’s commitment to Equity, Diversity, and Inclusion by behaving in a manner that enhances relationships among all company members, particularly those belonging to groups of diverse backgrounds, including but not limited to, race, ethnicity, gender, nationality, sexual orientation, religion, language, ability, age, and socioeconomic status; interrupts behaviors that hinder our diversity and inclusion efforts

Supervision Received: Associate General Manager

Supervision Exercised: No direct reports

Minimum Qualifications & Skills:

Required: Valid driver's license and clear MVR.

Education: Bachelor's Degree or equivalent experience.

Work Experience: An associate degree or three years of relevant administrative/management experience. Experience as an executive secretary, executive assistant, office manager, coordinator, stage manager, project assistant or equivalent is required.

Preferred Qualifications & Skills:

Education: College Degree

Work Experience: Experience in the theatre or live entertainment industry.

Skills, Abilities, and/or Knowledge:

Excellent organizational and motivational skills.

Ability to work with minimal supervision.

Working knowledge of cloud-based collaboration software (e.g., Box.com).

Physical Ability:

Frequently climb stairs, travel around campus.

Occasionally climb straight ladders and kneel, crouch, stoop, and crawl.

Driving a motorized vehicle is a requirement. Driving low visibility is a requirement.

Regularly sit at a workstation for hours at a time.

Occasionally lift 40 lbs. with or without accommodation.

Hours Requirements:

Position will require weekend and evening work and often receives after hours requests for assistance.

Other Skills, Ability and/or Knowledge:

Strong communication skills, attention to detail, and the ability to work independently and flexibly to support the diverse needs of rental clients.

Proven knowledge of modern office methods, practices and procedures, business English, spelling, punctuation, and math.

Knowledge of office management principles, techniques and supervision, as well as the ability to apply this knowledge to work situations.

Demonstrated knowledge of Microsoft Office Suite, i.e., Word, Excel, PowerPoint, Outlook, OneDrive, Teams, as well as other software and technology with a high level of proficiency, to compose correspondence, and to understand and carry out oral and written directions.

Demonstrated ability to work within an organization of diversity and maintain cooperative working relationships with co-workers and the public.

Highly developed time management, administrative and organizational skills to easily handle work pressures in order to complete a volume of work in a timely manner, to work independently, to complete detail-oriented and difficult tasks and projects with speed and accuracy, to organize, prioritize and follow through with little or no supervision, deal with and make decisions regarding routine matters without recourse to a supervisor, accurately interpret policies and procedures, maintain confidentiality of information, as well as analyze and implement methods and procedures to enhance work performance.

Pay rate: $26.23 hourly

Full-time