Administrative Assistant – Senior Level

Website Manchester Bidwell Corporation

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

ESSENTIAL DUTIES AND RESPONSIBILITIES:

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.
  • 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 .

EOE

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