Children's Theatre of Elgin / Fox Valley Theatre Company · 18 hours ago
Administrative Associate
Elgin, IL
Part-time
Hybrid
New Grad, Entry Level
$20/hr - $25/hrChildren's Theatre of Elgin is seeking an Administrative Associate to provide essential back-office support. The role focuses on financial management, office administration, and marketing communications, ensuring efficient operations for shows and board activities.
Performing Arts
Hiring Manager
Brent Houltram
Responsibilities
Work with CTE’s Treasurer on financial and non-profit filings and contracts
Collect all show receipts and send for approval for reimbursement
Maintain QuickBooks for the company (bank reconciliation, paying bills, and processing all reports)
Create and manage invoicing for CTE school shows
Process all payments and deposits
Create and monitor CTE organizational budget
Create financial report for each production
Create financial reports for each Board meeting
Reconcile and record in-kind and cash donations from ECC
Keep accurate and complete records for the company including all areas of responsibility listed in this job description
File all necessary paperwork with the Secretary of State and Attorney General to uphold nonprofit status
File ASCAP and BMI reports
Maintain accurate and updated files
Procure space for meetings, rehearsals, workshops, camp, and other events
Maintain all software subscriptions
Maintain Illinois System of Award Management profile
Provide and confirm minutes for all Board meetings in conjunction with the Board Secretary
File annual insurance audits
Coordinate Board meetings, including reserving rooms, ordering food and drinks, making copies, and sending thank you gifts when Board members leave the Board
Serve as the main point of correspondence for CTE business, including email, physical mail and packages, and phone
Organize Board meetings and, with the President, set the agenda
Meet with Producers and Production Coordinators to ensure timely and efficient communications about show auditions, general show information, as well as logistics and general show management
Act as Box Office Manager and Box Office Clerk for all shows performed at the Hemmens Cultural Center
Create audition and show registration, and monitor sign-ups
Train new Company Managers on the use of registration software
Train parent volunteers on use of ticketing software
Set up shows for sale in ticketing system
Communicate with ECC box office on setup of ECC shows for sale
Send regular email blasts regarding current offerings, ticket sales, auditions, fundraisers, special events, and other important announcements in coordination with the Director of Development
Meet and communicate with Elgin Community College staff regularly
Maintain CTE website in coordination with the Director of Development
Organize meetings and send invitations
Post auditions, workshops, camps, tickets, show descriptions, season announcements, and other important events on CTE website
Send out post-show surveys to cast, families, teachers, and audiences
Maintain an updated mailing list, adding donors, cast, workshop participants, teachers, and audience members throughout the year
Work collaboratively with CTE’s contracted marketing group
Establish and nurture professional relationships within the Elgin community
Work with CTE’s Director of Diversity, Equity and Inclusion on strategic DEI initiatives
Qualification
Required
Excellent communication skills, both oral and written
Experience with Google Suites and/or Microsoft Office
Commitment to Equity, Diversity, and Inclusion
Strong bookkeeping skills
Preferred
Quickbooks experience
Previous experience working for a non-profit
Company
Children's Theatre of Elgin / Fox Valley Theatre Company
Children’s Theatre of Elgin and its affiliate Fox Valley Theatre Company are not-for-profit 501(c)(3) organizations based in Elgin, Illinois.
Founded in 1988
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase