Administrative Assistant Patron Services

We are seeking a highly motivated and adaptable Administrative Assistant to be a customer-facing member of the team who will engage directly with volunteers and patrons of The STAR Centre and the Havre de Grace Opera House. This is a hands-on position that requires direct interaction with the public, a proactive approach to problem-solving, and a flexible schedule. In addition to administrative assistant duties, this role also involves assisting with city-wide events and outdoor festivals. This is a unique opportunity to directly contribute to the success of our entertainment venues, outdoor events, and the satisfaction of our community.

ESSENTIAL FUNCTIONS/JOB TASKS: (Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions)

Administrative & Operational Support:

• Provide dedicated administrative support to the Program Manager, handling a variety of tasks to keep operations running smoothly.
• Assist the Chief of Parks, Events & Recreation with various tasks as needed, including support for city-wide outdoor festivals.
• Facilitate all box office needs.
• Handle all general inquiries and communications for both venues.
• Coordinate requests for donated tickets from outside organizations.
• Manage and maintain front-of-house equipment, including ticket scanners and communication devices.
• Document meeting minutes for weekly staff and event team meetings.
• Analyze and report on ticket sale demographics for all in-house productions.

• Provide administrative support for city-produced outdoor events, festivals, and summer camps.

Patron & Volunteer Engagement:

• Serves as the primary point of contact for patrons, volunteers, and supporters via email, phone, and in-person communication to ensure their needs are met with professionalism and a positive attitude.
• Manage all aspects of ticket sales, including individual, group, exchanges, and refunds.
• Maintain and update the volunteer management system (Sign-up Genius).
• Manage concessions operations, including inventory, stocking, and weekly sales reports.

• Ensure a high level of customer service for all patrons and volunteers.

On-Site Event Assistance:

• Assist with event setup, load-ins, and strike for both in-house performances and outdoor festivals.
• Assist with other production elements as assigned.
• Act as a leader in emergency situations, ensuring patron's safety and a clear response.

OTHER RELATED FACTORS: None

MINIMUM QUALIFICATIONS:

• Graduation from high school or GED equivalent with a minimum of five years of experience in the administrative field or graduation from a certified business school with at least one year of administrative experience.
• Proficiency in the use of a Personal Computer and related word processing, spreadsheet and database capabilities;
• Ability to communicate orally and in writing and to foster good working relationships both within and outside the City government.

CERTIFIED:_______________________________ DATE:________________