Administrative Associate

1 week ago

Kingston, Canada Kingston Symphony Association Full time

The Kingston Symphony Association is looking for a part-time Administrative Associate to cover a one-year maternity leave. Reporting to the General Manager, the focus of this position is to provide administrative support and to assist in concert and event preparation. A hybrid working environment is currently in place with work required to be done remotely and in an office setting. Attendance at rehearsals, concerts, and/or events may be required.

**Duties and Responsibilities**
- Act as the main point of contact for inquiries in the office
- Provide front line customer service and maintain clear communication with internal and external constituents
- Ensure all files and office supplies are stored and organized effectively
- Manage office budget and oversee ordering of office supplies
- Maintain accurate records, process payments and deposits
- Deal with bank, auditors, and others as required by General Manager
- Set up committee meetings
- Assist in recruiting, training, and supervising volunteers
- Assist in maintaining database of donors, ticket buyers, and event attendees
- Make arrangements for visiting guest artists (travel, hospitality, etc.) and provide support at rehearsals and concerts
- Assist in concert and event ticket sales and prepare final reconciliations
- Distribute donation receipts and acknowledgement letters
- Assist in preparing communication materials to audience members, donors, volunteers, and members
- Assist with donor stewardship events
- Update social media accounts
- Assist in implementing marketing and communications strategies to increase knowledge of Kingston Symphony Association within region
- Investigate new opportunities for concert and event promotion
- Liaise with constituent organizations in the Kingston Symphony Association regarding promotion of their concerts and events and ensure brand guidelines are followed

The responsibilities listed above address the key duties of this position. Additional responsibilities may be requested. They will not however, be unreasonably assigned.

**Application Instructions**

The Kingston Symphony Association thanks all applicants for their interest, but only those selected for an interview will be contacted.

**Qualifications**:

- Two years of experience in administration, preferably in a non-profit setting
- Strong organizational skills with a high attention to detail
- Possess initiative and ability to work independently to achieve results
- Ability to work as a collaborative team member
- Ability to successfully prioritize to manage multiple projects and deadlines
- Superior interpersonal and communications skills to successfully interact and build relationships with a diverse group of people both internally and externally
- Excellent written and verbal communication skills
- Strong working knowledge of Microsoft Office and GSuite
- Experience in online marketing platforms such as MailChimp and Mailerlite
- Fluency in social media
- Ability to learn and use accounting software
- Ability to learn and use Customer Relationship Management system
- An interest in classical music

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