Executive Assistant/Office Manager

Executive Assistant / Office Manager

Location: Kingston, NY (on-site) Employment Type: Part-Time (Hourly) — with potential to grow into Full-Time (Salaried, with benefits)

About the Role

We are a scenic shop looking for a detail-oriented, adaptable Executive Assistant / Office Manager to keep our office running smoothly while also pitching in on the shop floor when needed. This is a hybrid role for someone who thrives on variety — one day you might be reconciling invoices and ordering supplies, and the next you might be lending a hand on a production task to help the team hit a deadline.

This position starts part-time and hourly, with the opportunity to grow into a full-time, salaried role with benefits (including 401(k)) for the right candidate as we get to know each other and the fit proves strong.

What You’ll Do

Office & Administrative Management

• Manage day-to-day office operations, correspondence, and organization
• Pay bills, process invoices, and handle basic bookkeeping tasks
• Organize and maintain paperwork, contracts, and business records
• Order and track office and shop supplies
• Support scheduling, communications, and general administrative needs for ownership/management
• Serve as a point of contact for vendors, clients, and visitors

Production Support (as needed)

• Assist with general production tasks in the scenic shop when office duties allow or when the team needs extra hands
• Help with material organization, basic prep work, and other flexible shop tasks
• Willingness to learn shop processes and safety practices

Executive Support

• Provide light personal assistance to ownership/management to help free up their time — occasional errands, scheduling, or day-to-day tasks as needed
• Help manage calendars, appointments, and priorities
• Handle occasional personal/business tasks with discretion and professionalism

What We’re Looking For

• Strong organizational skills and attention to detail
• Comfortable managing bills, basic bookkeeping, and administrative systems
• Self-starter who can prioritize and work independently
• Flexible, hands-on attitude — willing to step outside a typical “desk job” when needed
• Comfortable in a shop/production environment (comfortable with physical tasks, tools, and a working shop setting)
• Prior experience in office management, bookkeeping, or executive assistance preferred
• Experience in a scenic shop, theater, film/TV production, fabrication, or similar creative industry a plus, but not required
• Reliable, trustworthy, and able to handle confidential/financial information with discretion

Schedule & Compensation

• Starts as a part-time, hourly position
• Schedule to be discussed based on shop needs and candidate availability
• Opportunity to transition to full-time, salaried employment with benefits (including 401(k)) as the role and fit develop

Pay: $20.00 - $50.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person