Administrative Assistant Patron Services

US Lawns; Havre de Grace (MD); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Paid Holidays

Vacation Time

Sick Time

Personal Time

Disability Insurance

Life Insurance

AD&D Insurance

Voluntary benefits

Job summary

The City of Havre de Grace seeks an Administrative Assistant to support the Chief of Arts, Events and Entertainment and the Program Manager. This role involves direct interaction with volunteers and patrons, event coordination, and flexible scheduling for city-wide events and outdoor festivals.

Responsibilities include managing box office needs, generating payouts, coordinating donor tickets, updating event lists, and recording meeting minutes.

Qualifications

• High School diploma required; five years of admin experience or related degree with admin background.
• Strong customer service, written and verbal communication skills.
• Proactive problem-solver with ability to manage multiple tasks and deadlines.
• Proficiency in MS Office; experience with Canva and Constant Contact a plus.

Responsibilities

• Provide administrative support to the Chief of Arts, Events and Entertainment and the Program Manager.
• Coordinate box office needs and assist with city-produced events and festivals.
• Manage volunteer and patron communications via email, phone, and in-person.
• Track and document meeting minutes; support summer camps and event riders.
• Oversee front of house equipment, ticket scanners, and communications devices.
• Be a point of contact for renters, volunteers, and daily inquiries.

Skills

Customer Service

Communication Skills

Organization

Technical Skills

Adaptability

Team Player

Education

High School Diploma

Administrative Assistant Experience (5+ yrs)

Tools

Microsoft Office Suite

Word

Excel

Google Suite

Canva

Constant Contact

Job description

Job Description

Serves as the Administrative Assistant to the Chief of Arts, Events and Entertainment and the Program Manager. The Administrative Assistant is 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. The incumbent works under the direct supervision of the Chief of Arts, Events and Entertainment, performing all duties related to the position.

ESSENTIAL FUNCTIONS/JOB TASKS:

Administrative & Operational Support:

1. Provide dedicated administrative support to the Program manager, handling a variety of tasks to keep operations running smoothly.
2. Assist the Technical Operations Manager with various administrative tasks as needed.
3. Provide support for city-produced events and festivals.
4. Facilitate all box office needs.
5. Generate bi‑weekly rental payouts.
6. Handle all general inquiries and communications for both venues, including rental requests.
7. Respond to Facebook Messenger messages.
8. Regularly update the hotel list when new events are added.
9. Coordinate requests for donated tickets from outside organizations.
10. Manage and maintain front of house equipment, including ticket scanners and communication devices.
11. Document meeting minutes for weekly staff and event team meetings.
12. Provide administrative support for summer camps.
13. Generate monthly shopping list for all event Riders.
14. Send gym closure reminders to rentals.

Patron & Volunteer Engagement:

1. Serve 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.
2. Conduct walk‑throughs and tours with current and potential renters for both venues.
3. Manage all aspects of ticket sales, including individual, group, exchanges, and refunds.
4. Recruit, train, and coordinate volunteer ushers and ticket takers.
5. Manage volunteer incentive programs.
6. Maintain and update the volunteer management system (Sign‑up Genius).
7. Be available to fill in when a House Manager or volunteer is not available or calls out.
8. Provide on‑site support for all Thirsty Thursdays and film events.
9. Manage concessions operations, including inventory, stocking, and weekly sales reports.
10. Ensure a high level of customer service for all patrons and volunteers.

On‑Site Event Assistance

1. Assist with event setup, loads‑ins, and strike for both in‑house performances and outdoor festivals.
2. Assist with other production elements as assigned.
3. Act as a leader in emergency situations, ensuring patron safety and a clear response.

MINIMUM QUALIFICATIONS:

Knowledge, Skills, and Abilities:

• Customer Service:Proven ability to deliver excellent customer service and build positive relationships with the public.
• Communication Skills:Excellent verbal and written communication skills with a strong knack for problem‑solving and a proactive attitude.
• Organization:Highly organized, detail‑oriented, and capable of managing multiple tasks and deadlines in a fast‑paced environment.
• Technical Skills:Strong computer proficiency, including experience with database management and Microsoft Office Suite (Word, Excel) or Google Suite. Experience with Canva and Constant Contact a plus.
• Adaptability:The flexibility to work a varied schedule at times, including some evenings and weekends, and thrive in high‑pressure situations.
• Team Player:Ability to work cooperatively with diverse groups, including management, staff and the public.

Education and Experience:

• Possession of a High School diploma
• Five Years of Administrative Assistant Experience or a combination of a college degree in a related field from an accredited college with Administrative Assistant experience.
• Experience with graphic design preferred.

This is a unique opportunity to directly contribute to our events and the satisfaction of our community. If you are a people‑person who thrives in a dynamic environment, we encourage you to apply.

Company Description

Havre de Grace is a city in Harford County, Maryland, situated at the mouth of the Susquehanna River and the head of the Chesapeake Bay. Havre de Grace's location makes it popular for recreation and tourism, and the City was honored as one of America's 20 best small towns to visit in 2014 by Smithsonian magazine. The City of Havre de Grace, Maryland, is always looking for talented, self‑motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online application! The City of Havre de Grace, Maryland, is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

Benefits

• 457 deferred compensation plan
• Company-paid short and long‑term disability insurance
• Company-paid Basic Life and AD&D Insurance
• Dental Insurance
• Health Insurance
• Paid Holidays
• Personal time
• Sick Time
• Vacation time
• Vision Insurance
• Voluntary life, AD&D, critical illness, and hospital indemnity insurance

Contract Position

This is a contractual position that expires May 31st, 2027 with the possibility of another 3‑year contract.