What are the responsibilities and job description for the Administrative Assistant position at Monterey Jazz Festival?
General Description:
The Administrative Assistant performs duties that support each department in the organization but works primarily to provide administrative support to the Managing Director. The Administrative Assistant works under the direct supervision of the Managing Director.
Pay: $25/hr
Primary Responsibilities
- Coordinate day to day operations of Monterey Jazz, including but not limited to answering phone calls, handling information requests, handling ingoing and outgoing mail, maintaining files, and maintaining inventory of office supplies and office equipment.
- Provide excellent customer service through in-person, email, and telephone contact. Refer calls to appropriate areas within the organization. Answer routine questions.
- Support Ticketing Office with customer questions/ticketing support during peak on-sale periods including triaging questions that come in through email and phone.
- Support Managing Director in processing offers and artist contracts.
- Support Managing Director in sponsorship and partner communication.
- Oversee the condition of Monterey Jazz office facilities to ensure a clean, safe and orderly environment and report any existing needs/problems. Seek third party solutions when necessary. Work with other staff personnel to ensure all festival-related materials are removed from the office during the annual event are returned and put away.
- Maintain the Monterey Jazz info calendar with all Board and Board committee meetings, staff meetings, staff vacation days, holidays, staff and Board birthdays, etc.
- Use the Outlook system to schedule appointments and meetings at the request of the Managing Director.
- Schedule, make all logistical arrangements and prepare support materials for Board meetings and Board committee meetings. Prepare meeting agendas and minutes and attend Board of Director and Board committee meetings as assigned. Facilitate archiving of Board meeting minutes. Update and maintain Board of Director orientation binder and other Board related materials.
- Be on-site for all special events, including donor events and Monterey Jazz Festival in September.
Salary : $25