Administrative Assistant – Senior Level/Production Coordinator

Manchester Bidwell Corporation


Website MBC_PGH Manchester Bidwell Corporation


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.


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.


There are no supervisory responsibilities associated with this position.


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


To apply for this job email your details to