Administrative Assistant – Senior Level/Production Coordinator

Manchester Bidwell Corporation

http://manchesterbidwell.org/

MBC_PGH

Website MBC_PGH Manchester Bidwell Corporation

SUMMARY:

The Administrative Assistant – Senior Level/Production Coordinator provides high level operational, production and administrative support to the Vice President and Executive Producer of MCG Jazz and other staff members.

DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Essential duties and responsibilities include, and are not strictly limited to, the following:

Administrative Support Responsibilities:

  • Filters visitors and incoming calls for the Executive Producer and program staff. Assesses priority of contact before granting access in accordance with COVID-19 protocols.
  • Filters incoming mail and correspondences and plans their distribution.
  • Schedules meetings and appointments and manages the calendar of the Executive Producer.
  • Prepares agendas and materials for meetings. As directed, participates in meetings for the purpose of taking and transcribing minutes.
  • Prepares internal and external correspondence and memoranda from drafts, notes, or verbal instructions. Distributes as directed.
  • Assists in tracking and maintaining budget information using spreadsheet applications.
  • Establishes and organizes files and records, including but not limited to purchase orders, general correspondence, contracts, and events.
  • Creates and processes bulk mailings using mail merge.
  • Assists with MCG Jazz product inventory, packing and shipping and delivery of orders.
  • Processes travel reimbursements, check requests, invoices, and purchase orders.
  • Orders and maintains supplies.
  • Maintains a neat and orderly workstation.
  • Maintains Jazz files in accordance with established archival documentation retention procedures.
  • Copies and distributes printed materials including correspondences, music and educational materials.
  • Prepares and submits catering requests for meetings and other events.
  • Assists with event logistics, both on-site and off-site.

Production Responsibilities:

  • Assists with preparation, research, and documentation for the weekly radio show.
  • Assists with overall coordination of social media and virtual content.
  • Sources and generates content for social media posts.
  • Assists with archives oral history transcriptions.
  • Participates in and supports Jazz education efforts including those related to on- and off-site presentations and artist workshops.
  • Assists with concert and recording preparation as needed, including backstage and front of house set up.
  • Completes assigned tasks within time frame allotted.  Provides feedback when difficulties arise in completing a task.
  • Maintains departmental systems and processes in alignment with established MBC policies and procedures.
  • Exhibits understanding and internalization of company values:  influence, respect, listen, shape and embrace.
  • Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities associated with this position.

EDUCATION and/or EXPERIENCE:

Bachelor’s degree in arts management, performing arts or equivalent or a minimum of 3 years of increasingly responsible office and theatre administrative experience, preferably in an academic or nonprofit setting; excellent written and verbal communication skills; advanced proficiency with Microsoft Office applications, and a demonstrated ability to work independently and prioritize workload in an effective manner. Experience in web design, Photoshop and social media design a plus. Audio, video and/or concert production experience highly desirable. Also, must be able to work extended and/or irregular hours including nights, weekends, and holidays as needed.

Must have a valid Pennsylvania driver’s license, insurable driving record and be capable of driving a 12-15 passenger van.

Interested Persons are required to submit their resume, cover letter, and salary requirements to resumes@manchesterbidwell.org.

EOE

To apply for this job email your details to resumes@manchesterbidwell.org