Administrative Coordinator

CMAC; Town of Canandaigua (NY); Presencial; USD 25 000 - 33 000; Tempo parcial

Resumo da oferta

CMAC is seeking a detail-oriented Administrative Coordinator to support the Executive Director and CMAC Operations team year-round in a part-time capacity.

This role focuses on scheduling, meeting logistics, board and patron communications, venue management support, and miscellaneous administrative tasks to keep daily operations organized.

Qualificações

• Experience in administrative or executive support is preferred.
• Strong written and verbal communication skills.
• High attention to detail and exceptional organizational abilities.
• Ability to work independently and manage competing priorities.
• Proficiency with standard office software (email, calendar, documents).

Responsabilidades

• Manage scheduling and calendar coordination for executives and team meetings.
• Prepare and set up meetings with agendas, materials, and room/tech setup.
• Participate in weekly operations meetings and coordinate follow-up communications.
• Assist with ongoing budget reconciliation processes.
• Take notes/minutes during meetings and distribute follow-up actions.
• Maintain office organization: supplies, copier maintenance, general upkeep.
• Assist with box office operations, sponsorship renewals, and ticketing processes.
• Be available on event days to support hospitality and VIP requests.
• Support board and sponsor communications via email and phone.
• Handle PCard administration including credit limits, new cards, and receipts.
• Manage show announcements and presales communications for distribution groups.
• Support venue management tasks including box office and marketing.
• Provide general administrative support as priorities require.

Conhecimentos

Attention to detail

Organizational skills

Written and verbal communication

Office software proficiency

Multi-tasking

Stakeholder communication

Ferramentas

Microsoft Office

Google Workspace

Descrição da oferta de emprego

CMAC is seeking a detail-oriented, proactive Administrative Coordinator to provide administrative support to the Executive Director and the CMAC Operations team. This year-round, part-time role is central to keeping day-to-day operations organized; from scheduling and meeting logistics to board & ticket holder communications and venue management support. The ideal candidate is highly organized, comfortable managing multiple priorities, and confident communicating with a range of stakeholders including board members and patrons.

Key Responsibilities

• Manage scheduling and calendar coordination for the Executive Director and team meetings
• Prepare and set up meetings (agendas, materials, room/technology setup)
• Participate in weekly operations meetings and coordinate follow up communications
• Assist with ongoing budget reconciliation process
• Take notes/minutes during meetings and distribute and execute follow up as needed
• Maintain office organization, ordering supplies, copier maintenance and general office upkeep
• Assist business development & hospitality manager with all box and sponsorship renewals and related administrative processes, including ticketing process
• Be available on show days to assist hospitality manager on special requests such as VIP parties, wristband coordination and sponsor follow up
• Assist with board and sponsor communications via email and phone
• PCard administration including adjustment of credit limits as needed with bank, distribution of new cards, adding users, managing receipts and other administrative tasks
• Manage show announcements and communication plan for upcoming shows with the presale ticket links for select distribution groups
• Support venue management tasks as needed including box office and marketing
• Provide general administrative support to the broader team as priorities require

Qualifications

• Prior administrative or executive support experience preferred
• Strong written and verbal communication skills
• High attention to detail and organizational skills
• Comfortable working independently and managing competing priorities
• Proficiency with standard office software (email, calendar, document tools)
• Ability to work flexible hours based on organizational/event needs
• Ability to lift and carry up to 20lbs as occasional lifting, carrying pushing or pulling of materials, equipment and venue supplies may be needed in preparation for shows and meetings.
• Ability move quickly between different areas of the venue as needed navigating stage areas, stairs, backstage corridors and outdoor loading areas.

CMAC is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.