Finance and Administrative Coordinator

Grant Park Music Festival; Chicago (IL); On-site; USD 49,000 - 57,000; Full time

Benefits offered by this job

Health insurance

Paid vacation and holidays

Staff seating at performances

Discounted tickets

Job summary

Grant Park Music Festival is seeking a Finance and Administrative Coordinator to join our mission-driven team in Chicago. This role supports finance, executive and board activities, and day-to-day office operations within a collaborative nonprofit arts setting.

Reporting to the CFO, the coordinator will handle accounts payable/receivable, budgeting help, vendor management, and staff onboarding, while ensuring confidential information is handled with discretion.

Qualifications

• At least 2 years of administrative, finance, operations, or nonprofit experience.
• Experience with accounts payable/receivable and reconciliations.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to handle confidential information with discretion.
• Comfort with Microsoft 365 and office tech systems.

Responsibilities

• Process AP and pledges receivable transactions; maintain revenue reports.
• Assist with monthly bank reconciliations and variance investigations.
• Support budgeting and quarterly re-projection processes.
• Provide executive and board support, including meeting coordination and minutes.
• Coordinate staff events, travel, and onboarding; HR recordkeeping.
• Oversee office facilities, IT coordination, and vendor management.

Skills

Administrative experience

Accounts payable/receivable

General accounting functions

Organizational skills

Communication skills

Confidential information handling

Microsoft 365

Independent problem solving

Team collaboration

Tools

Microsoft 365

Job description

The Grant Park Music Festival is Chicago’s summer music festival, bringing world-class orchestral and choral performances to Millennium Park and neighborhoods throughout the city. For more than nine decades, the Festival has made exceptional classical music accessible to everyone, presenting free concerts in one of Chicago’s most iconic public spaces while building connections with audiences and communities across the city.

The Festival is seekinga full-time Finance and Administrative Coordinator to join our mission-driven, collaborative team. This is an excellent opportunity for an organized, resourceful, and proactive administrator who enjoys working across functions and wants to play an important role in the day-to-day operations of a dynamic nonprofit arts organization.

Reporting to the Chief Financial and Administrative Officer, this position helps ensure that financial processes are accurate and timely, leadership and board activities are well coordinated, and the Festival’s office operates smoothly and efficiently. The Finance and Administrative Coordinator will join a team of 17 year-round staff members dedicated to enriching lives through the power of music.

In this small and highly collaborative organization, the Coordinator will work closely with Festival leadership and staff while gaining broad experience across finance, nonprofit administration, governance, and operations. The successful candidate will be someone who can manage details carefully, anticipate needs, solve problems independently, and shift comfortably among financial, administrative, operational, and technology-related responsibilities.

KEY DUTIES AND RESPONSIBILITIES

Finance

• Process accounts payable and accounts and pledges receivable transactions in accordance with established procedures.
• Record deposits in the general ledger and maintain accurate revenue reports.
• Perform monthly bank reconciliations and investigate discrepancies.
• Maintain corporate credit card records and reconcile monthly statements.
• Support the annual budgeting and quarterly re-projection processes.

Executive and Board Support

• Provide administrative and organizational support to the President & CEO, including calendar and meeting coordination, correspondence and materials, travel arrangements, and meeting notes.
• Coordinate logistics for Board of Directors and committee meetings, including scheduling, materials distribution, meeting setup, notetaking, and preparation of formal minutes.
• Coordinate all-staff events, professional development activities, retreats, meetings, and staff recognition.

Office, Facilities, and Technology

• Serve as a liaison with building management, security, and maintenance to support an effective and well-functioning Festival office.
• Manage office supplies, shared equipment, storage areas, and day-to-day office needs.
• Serve as the primary liaison to the Festival’s outsourced IT services provider and coordinate day-to-day office technology, including hardware, software, cloud files, copiers, printers, and phone systems.
• Provide basic technology training and troubleshooting for staff.
• Manage incoming and outgoing mail and packages, postage, and office access systems.
• Serve as a welcoming first point of contact for visitors, callers, vendors, and constituents.
• Obtain vendor bids and support procurement decisions by comparing pricing, terms, and service levels; negotiate routine vendor terms within established organizational guidelines.

The position also supports seasonal staff onboarding and offboarding, HR recordkeeping, research, mailings, special projects, and other administrative needs at the Festival.

MINIMUM CANDIDATE QUALIFICATIONS

• At least 2 years of relevant administrative, finance, operations, and/or nonprofit experience.
• At least 1 year of experience with accounts payable, accounts and pledges receivable, account reconciliations, and other general accounting functions.
• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential financial, personnel, donor, board, and organizational information with discretion.
• Strong computer skills and comfort learning and supporting a range of office technology and software systems, including Microsoft 365 applications.
• Ability to work independently, exercise good judgment, identify and resolve routine problems, and know when to seek guidance.
• A collaborative, flexible approach and willingness to contribute wherever needed in a small, fast-moving nonprofit environment.
• Experience in a nonprofit performing arts organization is preferred, but not required.
• Don’t fit all of the qualifications listed above, but feel passionate about the position? Please apply anyway! We are eager to work with enthusiastic and ambitious people. You may be just the right fit for this role.

COMPENSATION & BENEFITS

• $49,000 - $57,000, commensurate with experience.
• Annual benefits package includes 10 days paid vacation, 11 paid holidays, 4 paid personal days, and 12 paid sick days.
• Health insurance for employee and dependents (75% employer paid); dental and vision insurance (25% employer paid); employer-paid life insurance.
• 403(b) retirement plan with 3.75% employer match after one year of employment.
• Complimentary reserved seating for friends and family at Festival performances, steeply discounted staff parking at the Millennium Park Garage, opportunities for free/discounted tickets to partner performances/shows at venues across Chicago.

SCHEDULE & WORK LOCATION

• This role is based in the Festival’s Chicago office at 205 E. Randolph St, within the Harris Theater at the northern edge of Millennium Park.
• The typical work day is 9am - 5:00pm, with longer days sometimes necessary at certain times of the business cycle and during the ten-week Festival season.
• Outside of the Festival season, organizational meetings and events are held in the evenings approximately ten times per year.
• Start Date: November 2026 or as soon as possible.