Providence, Rhode island
Administrative Coordinator Job Opening in Providence, Rhode island - Are you highly organized? An ?11? on a scale of 1 to 10? ? FirstWorks, one of Rhode Island?s fastest growing arts non-profits is looking for an outgoing individual with exceptional organizational skills and an affinity for the Arts.
FirstWorks is a non-profit that enhances the cultural, educational, and economic vitality of our community through world-class performing arts, education programs, and as the Founding Creative Partner for PVDFest. FirstWorks? public performances, whether with iconic guest artists or world-class local ensembles, are framed with extensive community interaction and provide pathways to opportunities for 4,000+ low-income students in Rhode Island.
The FirstWorks Administrative Coordinator assures the smooth operation of FirstWorks across office operations, data, and programs. Vital to the management of the entire organization, the AC must be detail-oriented, highly organized, capable of synthesizing complex information, and be proficient in CRM(Customer Relationship Management)/Databases, Accounting and MS Office suite applications. The AC provides assistance to the Executive Artistic Director as well as broad support for Administration, Programs, Marketing, and Institutional Advancement. S/he facilitates internal communications and is often the first line of communication with the outside world. The AC reports to the Director of Business Operations (DBO).
This is a full-time position, but, part-time candidates will be considered. Occasional evenings and weekends based on the season schedule are required. Fulltime employees are eligible for health & dental benefits. Specific responsibilities include :
Administration :
Oversee daily management of FW office, including telephone and reception; office supplies and maintenance
Maintain institutional calendars, schedules, and monitor deadlines and deliverables
Serve as Board of Director liaison for communications, records, agendas, minutes, and arrangements; handling confidential issues and information
Assist senior management, coordinating activities, schedules and communications
Provide personnel management support; such as staff searches, recruiting and helping to supervise interns
Develop presentations, overviews and project schedules as directed
Working under the supervision of the DBO, document our Standard Operating Procedures, and regularly review, update, and communicate process updates and reminders to staff
Working under the supervision of the DBO, perform light bookkeeping functions such as data entry and draft report generation
Under the supervision of the DBO, help develop standard project schedules for various initiatives
Assist with preparing expense reports
Note taking at meetings, and following up on assignments
Maintain electronic and traditional files and archives
Work closely with DBO and Director of Development to integrate, improve and manage CRM Database systems, data entry and reporting
Provide support to annual campaign, donor cultivation and special events as needed
Program:
Work with Program Manager to arrange artist lodging, travel and hospitality
Help manage on-site box office and customer service/Point of Sale (POS) and Front of House (FOH) needs for all events
Support for FirstWorks Box Office, including seating charts, ticket inventory and sales data for all self-managed performance and development events
Gather data on ticket sales, finance, and programs; maintain records and prepare reports
Marketing
Coordinate distribution of marketing materials and media communications
Support marketing and cross promotional efforts, including group sales, package and affinity group pricing
Implement cross-promotional offers and communications with partners
Manage/update mailing lists for distribution to a variety of constituents
Qualifications:
Bachelor's degree required with minimum of 2-3 years of office management experience
Excellent computer, database management, and proficiency in Excel, Word, Outlook, QuickBooks online, project management tools, and knowledge of SalesForce based CRM tool is helpful
Ability to work independently and as part of a team
Welcoming presence: ability to generate enthusiasm for the organization, elicit cooperation, and get information over the phone, via email, and in person
Excellent verbal and written communication skills
Knowledge of Greater Providence, business community, creative community and some experience in interacting with the nonprofit arts & culture sector
Commitment to connecting art with audiences and FirstWorks core values:
~Creativity and artistic excellence
~Partnership model
~Arts potential for social impact
Salary is commensurate with professional experience. Benefits include health care (full-time only) and vacation; an excellent working environment; and the ability to have an impact on creating access and engagement with the arts and bettering the lives of children in Providence and across Rhode Island.
FirstWorks is an Equal Opportunity Employer. We are committed to a diverse workplace. Women, persons of color, and persons with disabilities are encouraged to apply.
How to apply
Interested applicants should send:
A cover letter, resume, and two (2) writing samples
The names and contact information of three (3) professional references
Send applications to:
jobs(at) (include the position title in the subject line)
Or by mail at: FirstWorks, 275 Westminster St., Suite 501, Providence, RI 02903
Job Type: Full-time
Required education:
Bachelor's
Required experience:
management: 2 years
Administrative: 3 years
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