The Technical Management Assistant is responsible for managing procurement, transportation logistics, and administrative support across the production department. This role involves purchasing and tracking materials, sourcing vendors, maintaining resource databases, coordinating production vehicle use, and supporting a unionized team of drivers, ensuring timely delivery, accurate record-keeping, and compliance with internal policies and collective agreements. Reporting to the Director of Production, the Technical Management Assistant collaborates with many departments to support the smooth and efficient execution of production activities. This position also contributes to the improvement of systems and processes by developing tracking tools, maintaining searchable databases, updating operational libraries, and supporting policy implementation and interdepartmental communication.
Responsibilities:
- Purchase materials and arrange for their delivery/pickup to the Scene Shop, Scenic Art Department, Sound, Lighting and Staging of the 4 theatres and other departments as required.
- Research and source new vendors and specialty items as requested. Obtain and publish pricing from suppliers to assist with show costings. Process purchase orders and track arrivals of materials purchased and outstanding items. Enter purchase orders in the finance program.
- Create systems for tracking and approval of purchases across multiple production areas
- Create and maintain a searchable purchased materials database
- Update library of resource catalogues. Update database of driver locations/directions. Provide database updates and backups to users.
- Do regular inventory of stock and report use against acquisition
- Weekly reconciling and entering of corporate card purchases for themself and drivers
- Prioritize, schedule and publish daily itineraries of production drivers. Coordinate and document internal requests for production vehicles and drivers. Coordinate out-of-town trucking needs and build driver itineraries based on those needs. Establish, communicate and update transportation schedules with Wardrobe Management for costume runs to the Avon, Tom Patterson and Studio theatres from the Festival and between Costume Warehouse and theatres.
- Oversee the maintenance, repair and purchase of all Production Vehicles
- Supervise and provide support to the Unionized team of drivers, including ensuring proper records and training are maintained. Weekly review of timesheets and ensuring compliance with the Collective Agreement
- Assist in the implementation of policy and procedures of the Production Department. Provide a communication link for Operations and Human Resources and all other Departments.
- Adhere to the Stratford Festival Health & Safety Commitment and Procedures, and ensure that safe work practices and policies are supported and enforced within reporting structure.
- Perform other duties as assigned.
Minimum Qualifications:
- Post-secondary diploma program, typically a two year program, or equivalent, (i.e. Community college, Technical Institute or Trade School, etc.) in a field related to Theatre Production
- 2 to 4 years of related experience
Behavioural Competencies:
- Attention to Detail: meticulously review work and ensure accuracy and precision in all tasks.
- Decision-making: rationally, objectively and expediently make transparent and fair decisions
- Organization skills: create structure and optimally use resources to achieve results and ensure productivity
- Initiative: proactively execute tasks and resolve issues with minimal guidance
