Administrative Assistant

Posted On

Position Title: Administrative Assistant
Status: Part-Time, Non-exempt
Reports To: Chief Executive Officer

Position Summary

The Administrative Assistant provides administrative support to the Chief Executive Officer by conducting research, preparing reports, handling sensitive correspondence, scheduling meetings, performing clerical functions and coordinating special projects. This position serves as a hub for the organization, providing support to the Board of Directors, Music Director, and all office functions, and is an excellent entry point for those interested in a career in arts administration.

DUTIES AND RESPONSIBILITIES

Executive Assistance

  • Manage the CEO’s schedule; coordinate travel logistics; prepare presentations
  • Maintain Master Calendar of performances, events, meetings and other activities
  • Coordinate Staff, Board and Annual Meetings; prepare material and distribute; transcribe minutes
  • Conduct research projects, data collection, surveys, etc. as needed

Office Administration

  • Greet visitors, answer phones and route appropriately; analyze incoming correspondence and distribute accordingly; respond to external inquiries; process outgoing mail.
  • Maintain administrative offices, kitchen and copy room clean and free of clutter; coordinate vendor services as needed.
  • Serve in concert duty rotation, assisting with merchandise sales, reception, volunteers, meet & greet events, pre- and post-concert entertainment and events, and other duties as required
  • Create and disseminate comprehensive production sheet for each concert; collect relevant performance details from production, development, marketing, school, and ticket office departments

Ticketing and Database Management

  • Provide support to patron services, answering inquiries and selling tickets as needed
  • Assist with routine maintenance of the database records

REQUIRED SKILLS AND EXPERIENCE

  • Bachelors degree or equivalent with one year related experience
  • Must have excellent communication skills with an extreme attention to detail
  • Must be responsible, reliable, able to work weekends and evenings
  • Must have diplomacy in handling sensitive and confidential information
  • Must be proficient in Microsoft Office especially Word, Excel, and PowerPoint
  • Must be physically able to lift 50lbs, unassisted
  • Must have a positive attitude, be able to work as part of a high-functioning team, posses a passion for the performing arts as well as a strong desire to bring them to Iowa audiences

ABOUT ORCHESTRA IOWA

Founded in 1921, Orchestra Iowa is widely recognized as the state’s premier symphony orchestra. Its 68 professional musicians showcase their artistic excellence through more than 180 classical, ballet, opera, popular, chamber and educational performances each season, many of which are heard on Iowa Public Radio and seen on Iowa Public Television. Orchestra Iowa currently has an annual operating budget of $3.3 million, operates under a collective bargaining agreement with the American Federation of Musicians and is a member of the League of American Orchestras (Group 3) and the Regional Orchestra Players Association (ROPA).

WORK ENVIRONMENT

Typical office hours are 10:00 AM to 2:00 PM, Monday through Friday, typically 20 hours per week. Some night and weekend hours will be required. Additional hours may be available through the Orchestra Iowa Ticket Office for the right candidate.

SALARY AND BENEFITS

Starting salary is $10 -$11 per hour. Free parking, and complimentary tickets to Orchestra Iowa performances are provided..

APPLICATION PROCEDURE

To apply, please submit cover letter, resume, and three references via email to nrolston@orchestraiowa.org. No phone calls please.