Office Manager

Reports To: Executive Director

Office Location: 240 Mortensen Avenue, Salinas, CA 93905

Website: www.salinasairshow.com

Expected Term of Work: June 2026 – September 2026. The California International Airshow values continuity and organizational knowledge. Upon successful completion of the 2026 Airshow season, there may be opportunities for continued involvement, including serving in a volunteer Executive Assistant role during the off-season and/or returning as the contracted Office Manager for future Airshow seasons. Any continued engagement will be based on organizational needs, performance, and mutual agreement.

Contract Type: Independent Contractor (1099)

Monthly Contractor Payment: $1,625

Position Summary

The Office Manager is responsible for the day-to-day administration and coordination of the California International Airshow Salinas office. This position serves as the primary administrative support to the Executive Director, Board of Directors, committee leadership, volunteers, vendors, sponsors, airport stakeholders, and performers. The Office Manager oversees office operations, records management, event preparation, volunteer coordination, and administrative support required to successfully produce the annual California International Airshow.

Essential Duties and Responsibilities

• Manage and maintain daily operations of the Airshow office, including office hours, correspondence, databases, records retention, Airshow cell phone, and Airshow office email account.
• Provide direct administrative support to the Executive Director and Board of Directors.
• Manage advanced ticket sales, ticket inventory, forms, and customer inquiries.
• Recruit, schedule, train, and supervise office volunteers and temporary office personnel.
• Coordinate production and distribution of mailings, invitations, packets, badges, forms, and other Airshow communications.
• Maintain professional relationships and support communications with leadership team, President’s Club members, volunteers, vendors, sponsors, performers, community partners, municipalities, airport stakeholders, and the public.

Annual Airshow Planning and Event Responsibilities

• Coordinate annual office setup, equipment installation, and office closure activities.
• Manage President’s Club member correspondence, invoices, and update records.
• Prepare and distribute airport communications and business credentials, and sponsor materials.
• Issue and provide complimentary raffle tickets for approved nonprofit list.
• Coordinate volunteer staffing schedules for office operations, ticket sales, and event support.
• Prepare sponsor packets, parking credentials, event materials and update VIP lists.
• Coordinate sponsor banners with the director.
• Maintain a master folder that includes President’s Club, Maverick’s, sponsors, directors, committee chairs, volunteers, vendors, and stakeholder contact lists. 
• Support and coordinate with volunteer overseeing merchandise
• Coordinate post-event thank-you correspondence, records archiving, and office shutdown procedures.
• Support all administrative functions leading up to and during Airshow week and related special events.

Qualifications

• Strong organizational, administrative, and project management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced event environment.
• Experience with office management, bookkeeping, records management, and customer service.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and database management systems.
• Ability to work independently while collaborating effectively with volunteers and leadership.
• Experience supporting nonprofit organizations, events, aviation organizations, or community programs preferred.

Physical and Scheduling Requirements

This position requires flexibility to work varying hours throughout the Airshow planning and event season. Estimated time commitments are as follows:

• June–Mid August 2026 (Pre-Office Opening): Approximately up to 5 hours per week.
• Mid-August–Mid September 2026 (Airshow Office Operations): Office hours are generally Monday through Friday, 9:00 a.m. to 4:00 p.m.
• Airshow Week (September 21-24, 2026): Office hours are generally 8:00 a.m. to 5:30 p.m.
• Airshow Weekend (September 25–27, 2026): Approximately 7:00 a.m. to 5:00 p.m. on Friday, Saturday, and Sunday, with flexibility as needed to support event operations.

The Office Manager may be required to lift office materials, assist with event setup and breakdown, and attend meetings and events outside normal business hours.