Administrative Assistant to Exec Director for Van Wezel Performing Arts Hall

About the role

To provide administrative support for a Department or Division Head assisting in handling technical and administrative functions in connection with departmental programs, such as personnel, budget, planning and operational procedures. Essential Functions Assists in the coordination of all administrative functions of the department including budget, personnel, meetings and clerical duties. Prepares correspondence such as, letters, memoranda, reports, affidavits, and other materials. Completes data entry into numerous computer systems. Researches and collects information on operational and administrative problems, analyzes findings and makes reports to Department Head. Assists with the preparation and administration of the annual budget and helps maintain budget and expenditure controls. Supervises and coordinates all budgetary accounting activities and confers with department and/or Division Heads concerning acquisition and specifications for purchase of materials and equipment. Assists with the installation of new programs, procedures, methods and systems within the department. Performs fiscal, statistical and personnel studies. Conducts surveys and collects information on administrative matters; studies the findings and prepares reports. Prepares a variety of complex and confidential documents and reports. Maintains meeting minutes either electronically or with audio equipment. Coordinates and schedules meetings and conferences as directed. Coordinates all routine operational management functions within department, including purchasing, building, equipment, property inventory and disposal. Maintains complete stock of all office supplies and keeps accurate inventory of supplies and forms. Assists with department projects and tasks and works as a team member within the department. Represents department on committees or project groups as assigned. The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description. Additional Department Specific Responsibilities Manages and coordinates various calendars for the Executive Director - Outlook, desk calendar and staff out of office calendar (electronic and paper). Prepares event list for coordination with in-house caterer, Mattison's; meets with Mattison's and other department staff to review events and discuss catering needs. Prepares contracts and track for rentals of Hall and Grand Foyer. Conducts tours of rental spaces and fields calls for rental information. Coordinates production of Friday Fest events - researches bands and food vendors, prepares contracts, prepares band payment requests, and schedule/lead department planning meetings. Acts as liaison between rental customers and internal departments to ensure successful rental events. Receives and tracks donation requests and prepares correspondence and mailing of donations.