Administrative Coordinator

2 weeks ago

Stratford, Canada Stratford Summer Music Full time

Summer Music offers a fast-paced setting where no two days are alike, and the locations are constantly changing. Hours are based on 35-hours per week Monday-Friday, with evening and weekend hours as required. You _**must **_be available to work evenings and most weekends during the summer 4-week festival.

First aid, CPR and mandatory training will be provided at the organizations expense. A valid driver’s license and clean driving record mandatory. Knowledge of Stratford and area considered an asset.

**PRIMARY OBJECTIVES**:

- Advocate for the enrichment of music and the arts within the community.
- Support the needs of senior management and the organization.
- Ensure provision of top-notch customer service.
- Embrace an employee-centric company culture, prioritizing quality, continuous improvement, and high performance.
- Foster personal and professional advancement opportunities within the organization.

**RESPONSIBILITIES**:
Administrative Assistance
- Assist all staff in office requirements (technically and otherwise).
- Ensure supplies are stocked.
- Update office equipment.
- Maintain cleanliness in all shared areas to remain welcoming to the public.
- Other tasks as assigned.

Customer Service and Box Office:

- Welcome visitors to Stratford Summer Music.
- Answer phones.
- Establish online ticketing through Ticket Scene.
- Cultivate patron data through interactions.
- Consolidate door sales and reports from every event.
- Collaborate with the box office team to log surveys, list events in community. calendars, and distribute promotional materials.

Website coordination and content updating:

- Collaborate with website programmers and graphic designers to maintain a current, updated website with accurate content.
- Develop season programming web pages.
- Gather and edit high-quality media photos, short bios, and event information representing all Stratford Summer Music experiences for digital and print promotion purposes.

Volunteer coordination (working with our volunteer Volunteer Lead):

- Establish a foundation of committed volunteers.
- Provide training and implement policies (SMART serve, accessibility training) for all volunteer positions.
- Coordinate orientation day and first aid training sessions.
- Match suitable volunteers with tasks throughout the season.

Artist Coordination (in collaboration with Artist Services Coordinator):

- Arrange suitable accommodations for all artists.
- Coordinate catering services for visiting artists during performances and rehearsals.
- Schedule transportation for out-of-town artists.

Summer staff orientation and training:

- Familiarize and ensure proficiency in Ticket Scene ticketing system, Square, and SharePoint for box office and artist services coordinator.
- Demonstrate exemplary customer service skills to all staff members.

Event Planning and Coordination:

- Set up venue and coordinate all hospitality needs, including permits, licensing, catering, and volunteer coordination.
- Supervise and coordinate the event onsite.

**WORK ENVIRONMENT**:
Stratford Summer Music prioritizes the establishment of a secure work environment, ensuring that all employees are shielded from discrimination, violence, and harassment. Upon joining, employees receive a copy of the organization's Code of Conduct.

**QUALIFICATIONS AND EXPERIENCE**:

- Preferred: Degree/Diploma in Arts Administration, Management, or equivalent.
- Minimum one year of administration experience, preferably in a charitable arts organization.
- Proficiency or significant experience in business writing, proofreading, emphasizing communication, coordination, and administration.
- Proven capability to excel both independently and in collaborative team environments.
- Outstanding customer service and interpersonal communication abilities
- Proficiency in Database Management.
- Proficiency in Microsoft Office Suite and SharePoint.
- Strong aptitude for time management.
- Supervisory experience and familiarity with volunteers.
- Proficiency in Microsoft Office Suite and SharePoint.
- Exceptional written and verbal communication skills.
- Strong time management and organizational abilities.
- Exceptional analytical skills for tackling complex problem-solving tasks

**HOW TO APPLY**:
We thank all applicants for their interest, however, only those being considered for an interview will be contacted.

**Job Types**: Full-time, Permanent

**Salary**: $22.00-$27.00 per hour

Expected hours: 35 per week

Schedule:

- Evening shift
- Monday to Friday
- Weekends as needed

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- Mandarin (preferred)

Work Location: Hybrid remote in Stratford, ON N5A 4A5

Application deadline: 2024-04-19
Expected start date: 2024-05-06

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