At Zach, we believe in the power of light—to illuminate new ideas, spark imagination, and bring people together. As Austin’s leading professional producing theater, we create vibrant, intimate theater experiences that engage, inspire, and connect our community. The Rentals and Events Assistant is responsible for providing administrative support with scheduling, contracting and logistical execution of internal events and external rental events at Zach Theater. This role will work closely with the Rentals and Events Manager to execute events in various function spaces throughout Zach Theater’s Downtown and Cedar Park campuses and collaborate in the strategic growth of Zach Theater’s venue rental programs.

ESSENTIAL FUNCTIONS:

• Support Rentals and Events Manager with administrative duties such as file organization, calendar management, and interdepartmental communication.
• Track and organize emails and communications for Zach’s Rentals and Events Team to ensure timely follow-ups and reminders for critical tasks.
• Support coordination of Rentals and Events, including but not limited to submitting facilities requests, requesting vendor quotes, tracking vendor payments, and facilitating cross-departmental collaboration with internal documents.
• Create, maintain, and track projects in Asana to improve workflow for all Rentals and Events.
• Support Rentals and Events Manager with agenda tracking and minutes for meetings involving the Rentals Team.
• Assist in development of new SOPs for Rentals Team and revising existing SOPs to regularly update systems and tasks for Rentals Team
• Represent Zach at public events and performances in a professional manner
• Other duties as assigned

EDUCATION AND EXPERIENCE: 

• High School Diploma or GED
• At least one year of experience working in events and/or rentals

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Ability to learn and effectively utilize CRM and project management platforms, including Tessitura and Asana, to support organizational efficiency and communication
• Working knowledge of Google Workspace
• Strong communication skills
• Efficient problem solver
• Deals with change effectively
• Works with a calm and confident demeanor
• Able to work as a team            
• Ability to perform all work with a direct reflection of the vision, mission, and values of Zach Theater

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

This is a campus-based, on-site role. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions upon discussion with HR. 

• Ability to sit/stand at computer workstation for long periods; Perform work on computer for extended hours
• Ability to lift, push, pull or otherwise maneuver up to 50 lbs repeatedly unassisted
• Ability to work in close proximity to other coworkers in a shared office space
• Must have reliable transportation and the ability to work flexible hours, including nights, weekends and holidays.
• Ability to work outdoors as needed
• Ability to work in an environment where the noise level can be moderate to high

ORGANIZATIONAL RELATIONSHIPS:

Reports to: Rentals and Events Manager

Supervises (if any):  None

Supports: General Manager, Events Team

Peer collaboration/communicates with: Front of House, Administrative and Production staff, Patrons and Guests

PAY:

Beginning pay starting at $15-16/hour commensurate with experience and qualifications. New hires are typically brought into the organization between the minimum and midpoint of the range posted depending upon qualifications, years of experience in a similar role, internal equity, and the budgeted amount for the role.  

This is a part-time, non-exempt position working approximately 15-20 hours per week. While not anticipated, this role is eligible for overtime pay during high volume times when over 40 hours of work is required.

All offers of employment are conditional pending the successful completion of background and reference checks.

Zach Theater is committed to ensuring an equitable and inclusive workforce and we strive for a team that reflects Austin’s diverse culture. All applicants will receive consideration for employment without regard to race, creed, color, religion, national origin, sexual orientation, gender identity, disability, sex or age.