Career Opportunities

 

Administrative Assistant

 

SUMMARY

The part-time (10-hour a week) Administrative Assistant will report to the Executive Director (ED) of Coastal Concerts and assist the ED in all capacities. The incumbent will be responsible for handing all aspects of the organization’s online event management and database and provide customer support on a regular basis. He/she must be organized and have meticulous attention to detail.  The job requires good time management and as well as excellent communication and interpersonal skills.  Thie position requires computer savvy and an ability to learn new systems. The ideal candidate for this job is resourceful, can adapt to changing conditions, and a good problem solver. He/She must be able to multitask and communicate professionally with other organizational members and community partners to deliver projects to completion.  Assuring a steady completion of the workload in a timely manner is key to success in this position. It is critical that this person in this role feel comfortable being a member of a team. He/she will strictly adhere to the Code of Conduct and Conflict of Interest/Loyalty policies of the organization This is a remote, work from home  position with the exception of attending meetings and concert events.

 

Duties 

Specific duties that the Administrative Assistant will perform on a daily, weekly, monthly and/or quarterly basis are as follows:
 

• Create and manage subscription packages and ticketing for concerts on AudienceView platform

• Manage all aspects of ticketing and donations, e.g., ensures all tickets and donations are entered into Audience View verifying complete accuracy

• Process phone calls to patrons when necessary for clarifying ticket and donation information

• Generate reports, create and maintain tracking spreadsheets for purchases and donations regularly; Prepare and provide statistical information for meetings and upon request

• Manage the WILL CALL DESK at all concerts, 6 Saturdays a year (train and prep volunteers for ticket scanning, handle box office purchases at each concert, assist with set up and clean up before and after each concert)

• Handles periodic maintenance of Audience View, e.g., de-duplication of entries, removal of inactive patrons, changes in names and addresses, etc.

• Handles all issues with Audience View through their Case Support System

• Functions as manager for annual DOMORE24 FUNDRAISER Event in Delaware in March, e.g., coordinating all details of the one-day event

• Collects. records, and submits all Volunteer hours monthly

• Ensures Thank You Letters to all donors are sent and handles any issues with non-receipt of letters

• Generate memos, emails, and reports when appropriate

• Respond to questions and requests for information

• Attends Executive Committee and Board Meeting and takes minutes if needed when Secretary of Board is unable to attend

• Assists in creation and distribution of materials via Mailchimp, including Newsletter and letters to donors and patrons

• Proofs and edits materials from Executive Director, e.g., Program Booklets, rack cards and posters, letters to patrons and donors, and other materials as needed

• Other duties as assigned as time permits

 

Qualifications 

• A commitment to and a clear understanding of the mission of the organization

• Associate’s AND 2 years administrative experience or Bachelor’s degree required 

• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel and G-suite applications such as Drive, Docs, Sheets, etc.; experience in Mailchimp and/or WIX a plus 

• Ability to learn new software packages

• Ability to analyze and revise operating practices to improve efficiency 

• Detail oriented and comfortable working in a fast-paced office environment 

• Strong command of English language with exceptional communication and writing skills 

• Superior organization skills and dedication to completing projects in a timely manner

• Customer interface experience a must

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Please call 888-212-6458 or email executivedirector@coastalconcerts.org if you need more information.

 

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