Ever wonder: What Does an Assistant Stage Manager Actually Do?

I’ve had a lot of conversations with people who want to understand what an ASM does. Not the job description version, but the real version. What it feels like to run the deck, to hold the weight of a show from the wings, to keep things moving when no one’s looking.

One of the first things I usually explain is that an assistant stage manager is not the assistant to the stage manager. The title makes it sound that way, but the role is its own thing entirely. It shares the word “assistant,” but in practice, ASMs operate as the hands and heartbeat of the show. Especially once the curtain goes up, they are not assisting someone else. They are leading their own space.

It’s also one of the most misunderstood roles in stage management. It looks invisible when it is done well. You are not in the spotlight, and you are not always on comm. But you are everywhere. Tracking, prepping, resetting, fixing, listening. You are the person people go to when something goes wrong, and the one who makes sure things go right in the first place.

It is not a stepping stone. It is not less than. It is a role with its own kind of presence, its own rhythm, and its own version of leadership. And if you did not grow up in theatre, or if you are coming from corporate or live events, some of those details can feel out of reach.

So this is a look at what an ASM actually does. Not from a distance, but from the deck.

The Nerve Center of the Deck

When people ask what an ASM does during a show, I often say, “everything backstage that needs to happen, and everything that could happen.” That includes the obvious tasks, like tracking props or managing scene changes, but also the invisible ones, like helping an actor reset after a rough entrance or quietly rerouting a transition when something breaks.

The deck is your domain. It is not about controlling it, but about knowing it — every spike mark, every pathway, every person’s needs in that moment. You are the one who keeps the show physically running. Not metaphorically. Literally.

ASMs are also part of the larger stage management team. They are not assistants to the production stage manager, but collaborators with them. During a performance, the ASM becomes the PSM’s eyes and ears backstage. They monitor the flow of the deck, track the emotional temperature of the cast and crew, and keep the whole machine moving with care and precision.

Some of the responsibilities include:

Managing backstage traffic and making sure everyone — crew, cast, wardrobe — knows where they need to be and when.
Overseeing preset checklists, prop handoffs, quick changes, and transition readiness.
Communicating across departments using clear, reliable systems. Sometimes that means headset and cue lights. Sometimes it means eye contact and trust.

ASMs are often the first to arrive and the last to leave. They are not backstage assistants. They are deck leaders. The show doesn’t run without them, and more importantly, it doesn’t feel safe or supported without them.

Tools, Checklists, and Controlled Chaos

If the first section is about presence, this one is about preparation. An ASM’s work lives in the systems they create — checklists, tracking sheets, run paperwork — and in the calm that those systems offer when things get loud.

You cannot control the chaos, but you can label it, color-code it, and make a copy for the crew.

Some of the most essential tools include:

Run sheets and tracking documents that outline what moves when, who is doing it, and where it needs to end up. These papers are your show’s nervous system.
Preset checklists, shift plots, and prop handoff notes, which seem basic until something is missing. Then they become your lifeline.
The physical toolkit: spike tape, Sharpies, headlamps, a pencil you forgot is behind your ear, and a roll of glow tape that will somehow vanish and reappear daily. Add safety pins, band-aids, and maybe a granola bar. You never know.

These tools might seem simple, but they hold the weight of the show. They are how you pass on trust, not just to yourself, but to your crew, your cast, your PSM. The more grounded your prep is, the fewer people have to ask, and the more they can focus on doing their jobs.

No one ever thanks the spreadsheet. But when it is missing, everyone notices.

I remember working on a new musical where the script was changing daily. Whole sections were being added, revised, or cut depending on what the playwright wanted that afternoon. We kept bouncing between versions, and at one point, someone realized they had the wrong page during a scene. It could have spiraled, but we pulled up the script change log I had been updating. It was a simple document, just a running list of every change and when it had happened, and it grounded the entire team.

Presence Under Pressure

Being an ASM is not just about getting things right. It’s about helping others feel ready. That kind of leadership shows up in how you carry yourself, especially when things start to go sideways.

The way you respond matters. If you bring panic into a high-stress moment, it spreads. If you stay calm, if you keep your voice steady and your eyes up, you give people something solid to lean on. That presence can reset an entire room.

You are often the person closest to the action. You know what is about to happen, what is supposed to happen, and what might happen if someone misses a cue or a quick change gets delayed. So much of the job is staying attuned. Watching the energy of the deck. Noticing who is flustered or thrown off. Anticipating where help might be needed, and offering it before someone has to ask.

This kind of leadership is quiet, but it is real. And it builds trust — not just in your tools, but in you.

Whether you are working on a long-running show with established routines or a brand-new piece still finding its shape, the role of the ASM stays rooted in the same core practices. On a resident production, your consistency becomes part of the show’s foundation. In a shorter run, that consistency shifts into adaptability. The circumstances change, but the heart of the work stays the same. You show up. You pay attention. You make it possible for everyone else to do their job well.

What an ASM Actually Does: A Practical Breakdown

The work of an assistant stage manager unfolds over the entire life of a production. While responsibilities shift with each phase, the ASM remains a constant presence, coordinating people, space, and information. This breakdown offers a clearer picture of what ASMs do throughout the process.

Pre-Production and Planning

Attend design presentations or pre-pro meetings with the PSM and creative team
Help create or format initial paperwork templates: props lists, costume plots, tracking documents, entrance/exit charts
Begin calendars and availability tracking for fittings, rehearsals, and cast onboarding
Assist with initial contact sheets, headshots, and rehearsal room setup
Coordinate early needs with departments (props, costumes, lighting, sound, crew)

Rehearsals

Set up the rehearsal room daily, including furniture, spike marks, props, and scenic stand-ins
Track blocking, line notes, prop usage, costume needs, entrances, and exits
Create and maintain running paperwork: prop tracking, quick change plots, deck shift sheets
Coordinate fittings, wig and makeup tutorials, interviews, and other external cast needs
Run lines or scenes for understudy or swing rehearsals if needed
File rehearsal reports and daily schedules in collaboration with the PSM
Act as a liaison between the rehearsal room and all production departments

Technical Rehearsals

Transition paperwork from rehearsal to stage-ready versions: detailed shift plots, preset checklists, backstage tracking
Lead backstage setup, including cue light systems, headsets, spike tape, safety checks, and backstage organization
Support cueing, spacing, and timing of scenic, prop, and wardrobe elements
Communicate technical adjustments across departments in real time
Track backstage movement, troubleshoot deck issues, and keep the crew aligned on shifts
Take detailed notes and update all relevant paperwork daily

Previews

Assist with performance presets, deck checks, and backstage readiness before every show
Coordinate quick changes, prop handoffs, entrances, and transitions backstage
Monitor cast and crew needs in real time and communicate show notes to the PSM
Reset the show post-performance and update paperwork based on any changes
Track new cues or edits introduced during previews and help integrate them smoothly
File performance reports and flag recurring issues for production leadership

Performances

Maintain consistency and safety across all show runs, with a focus on backstage execution
Cue performers, manage transitions, and provide real-time support during the show
Oversee quick changes, crew movement, prop tracking, and deck traffic
Update paperwork as needed based on cast changes, running notes, or incidents
Train or onboard new swings, crew members, or performers during long runs
Support maintenance rehearsals, fight calls, brush-ups, and put-ins as assigned

Production Meetings and External Events

Attend and contribute to production and department meetings with relevant updates from the deck
Track and communicate backstage needs and challenges from the rehearsal and performance phases
Support press events, photo calls, and marketing shoots, coordinating with cast and crew
Schedule and coordinate tutorial sessions (wig, makeup, dialect, etc.) and support off-day rehearsals
Assist with media days, community engagement events, and any external responsibilities involving the cast or crew

Key Takeaways

The assistant stage manager is a leadership role with real influence, not a secondary position
ASMs create structure through systems — paperwork, tools, and habits that keep the show moving
A calm, clear presence backstage can change the tone of an entire team
The role adapts depending on the type of production, but the core work remains grounded in clarity and care
The best ASMs are steady, observant, and deeply trusted — even if they’re rarely seen

Is there something I missed you think should be added to this article? Comment and let me know!

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📌 Assistant stage managers are often expected to “just know” how things work, but good systems shouldn’t be a secret. If this article gave you language for your role or helped you see your impact more clearly, please share it with your network.

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