The Assistant to the Artistic Director provides first-class administrative support to the Artistic Director who is also the theatre’s Chief Executive. The Assistant to the Artistic Director works with the Assistant to the Executive Director and Events Planner to ensure effective organisation of the day-to-day running of the Executive office.Purpose of Job • This role is responsible for providing first-class administrative support to the Artistic Director (AD), who
is also the theatre’s Chief Executive • Working with the Assistant to the Executive Director & Events Planner (AED&EP) to ensure effective
organisation of the day-to-day running of the Executive office • To develop, implement, and maintain clear and reliable systems to support and help deliver every aspect
of the AD’s role
Responsibilities • Actively and confidently manage access to the AD, enabling proactive diary management (e.g. including
theatre and industry commitments, AD annual leave), liaising with stakeholders at all levels,
understanding the AD’s commitments and priorities, and having an overall awareness of organisational
objectives and timelines • Represent experienced knowledge and understanding of the theatre industry, its networks and
stakeholders, and the related support considerations for the AD’s activity (e.g. rehearsal/technical
rehearsal/preview periods), as well as ensuring necessary communication flow internally and externally • Managing the necessary arrangements in respect of technical support, accommodation, and travel (UKbased and international, including relevant budgeting and support) • Regularly update the AD on all their commitments and actions, advising of any changes to ensure that
they can focus on their core responsibilities, and helping ensure organisational priorities/timelines are
considered • Support the Director of Development (DoD) in securing regular meetings for the AD with Donmar
supporters and enable AD engagement in donor activity • Where necessary and appropriate, look after personal commitments in relation to the AD’s diary • Co-ordinate with members of the Senior Management Team to prioritise the AD’s effective and efficient
engagement in relevant areas of the organisation, including but not limited to Development, Marketing
(including press commitments), Casting (including auditions and related creative sessions), and the
Associates • Work with the AED&EP on managing communication proactively between the AD and Executive Director
(ED), providing comprehensive administrative support to facilitate the smooth running of the Executive
office • Liaise with the Planning & HR Manager on all matters relating the Donmar’s Board and associated
groups, including scheduling, document preparation, and stakeholder engagement • Deputise for the AED&EP where appropriate and support the ED in their absence • Support, and attend as necessary, Programming, Creative, Associates, Scripts & Commissions meetings,
and support delivery of AD-related actions as necessary, including administrative support of
pitches/proposals in liaison with the Head of New Work (HoNW) General • Assist during meetings and presentations, to ensure smooth delivery and welcoming of guests • Liaise with the Ticketing department on preview tickets for the AD and Associates • Support Casting Director with preparation for auditions (room set-up, print scripts, meet & greet) • Ensure the AD’s working space is organised and presentable for day-to-day work as well as for hosting
meetings • Make theatre and restaurant bookings on behalf of the AD • Oversee tracking of and receipts and reconciliation and reporting for AD expenses • Support the AD with research, briefing documents, and preparing papers prior to meetings and
presentations • Deal with correspondence in a timely manner • Ensure effective access to necessary platforms e.g. relevant online newspaper subscriptions • Assist with the administration of House Seats as required • Represent the theatre at events where necessary • Support other departments when and where necessary This is not an exhaustive list of duties and the theatre may, at any time, allocate other tasks which are of a
similar nature or level.