Department: Marketing & Audience Experience

Reports to: Executive Vice President and Chief Marketing and Audience Experience Officer

Summary:

The Marketing and Audience Experience Administrative Coordinator provides direct support to ensure the smooth and efficient functioning of the office of the EVP, and Chief Marketing and Audience Experience Officer.

This position plans various events, prepares reports and correspondence, handles budgets and special projects, and manages travel schedules. This position is often called upon to handle varied tasks when staff must be out of the office, which requires flexibility to be trained in several areas of the organization.

This position requires an individual who is an excellent problem solver. The ideal candidate will have a proven track record of highly developed organizational skills, excellent written and verbal communication skills, attention to detail, and advanced computer skills including an understanding of spreadsheet programs.

Candidates must possess excellent interpersonal skills including an ability to communicate with a diverse array of stakeholders and staff from Board members to stagehands.

Essential Functions:

• Coordinate communications, respond to emails, schedule meetings and appointments, manage travel itineraries, and interface with partners and staff on behalf of the EVP, CMAX Officer.
• Maintain department budgets.
• Schedule events for the Marketing department, to include Media days, meetings, Resident Company meetings, and limited partner events.
• Prepare internal and external documents for team members and partners.
• Maintain timelines and project requests.
• Maintain an organized filing system of paper and electronic documents.
• Coordinate with internal departments for preparation of events.
• Assist in reconciliation of expense reports.
• Record meeting minutes for varied department meetings.
• Maintain an office setup that optimizes workflow.
• Prepare Board reports and assist with presentations for various meetings and speaking engagements.
• Uphold a strict level of confidentiality.
• Execute other relevant duties as assigned.
• Preserve availability for evening and weekend events.

Education / Experience:

Bachelor’s degree, or combination of education and a minimum of 3 years of office administration experience required. Experience with arts or non-profit administration a plus, but not required.

Knowledge, Skills, and Abilities:

• A demonstrated ability to proactively prioritize, respond appropriately to multiple audiences, and understand the importance of assuring the highest level of confidentiality.
• Strong, proven proficiency with Microsoft Office Suite.
• Familiarity with the performing arts or non-profit sector.
• Strong organizational and communication skills, including the ability to interact comfortably at all levels of the organization.
• Proven track record of maintaining discretion with sensitive information and topics.
• Demonstrated capacity to manage multiple priorities and tasks simultaneously.

Environment and Physical Demands:

Routine for an office environment. Hybrid schedules will be considered. This employee will be required to perform some essential functions of the job during evenings and weekends. This employee must have the ability to lift and/or move up to 25 pounds of materials.

A resume and cover letter are required when applying for this position.

The Philadelphia Orchestra and Kimmel Center, Inc. does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.