Office Coordinator

Maine Tasting Center; Portland (ME); On-site; USD 35,000 - 36,000; Full time

Job summary

Creative Portland in Portland, Maine, seeks an Office Coordinator to handle administrative tasks, tech support, and liaison work with internal and external customers. This role reports to the Executive Director and collaborates with the Programs & Outreach Coordinator.

The position requires flexibility, attention to detail, tech competence, and memory; familiarity with the arts scene in Portland is preferred.

Qualifications

• Graduation from a four-year college or university is required.
• Excellent oral and written communication skills and customer service abilities.
• Knowledge of organization, financial management and administration, with some accounting knowledge.
• Ability to work independently, be detail oriented and meet deadlines, and edit press releases.
• Experience in arts/non-profit context is a plus.

Responsibilities

• Provide administrative support to CP, including office organization, program coordination, and database creation/management.
• Assist with social media, website/app updates, calendar listings, and donor tracking.
• Prepare board meeting packets/minutes and coordinate with staff and contractors.
• Support grant preparation and fundraising activities for the Executive Director.

Skills

Office Administration

Customer Service

Tech proficiency

Communication

Google Workspace

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office

Adobe Creative Suite

Google Workspace

Job description

Got administrative, tech and customer service skills to work in the City's nonprofit Arts Agency?

Office Coordinator Job Description

Creative Portland seeks a candidate for Office Coordinator to assist Creative Portland in all administrative details. Responsibilities include office organization, administering certain programs, and performing important liaison work with internal and external customers. This position reports to the Executive Director and works with the Programs & Outreach Coordinator. Most of all, the office position requires flexibility, attention to detail, tech competence, and a good memory. Candidates familiar with the arts community in Portland will be given priority consideration.

The Office Coordinator position often works independently providing administrative & tech support for Creative Portland and its Director, including executive assistance, office management & community outreach, including customer service in website & app account creation and community engagement. The individual will maintain formal records, design and update promotional materials, assist with grant preparation, oversee incoming general office communications, maintain supplies, host reception, update website and app calendar listings, and maintain database and donor tracking.

Duties: Serves as administrative support to CP, including office organization, program coordination, database creation and management, social media responsibility, including website and app updates and management; volunteer recruitment and coordination; Creative Portland Board meeting agenda/packet preparation and taking and transcribing Minutes of Board meetings; all general office duties and experience with Microsoft Office software, Adobe Suite, and Google Suite; fundraising support to the Executive Director to track the efforts, donor outreach database, mail mergers, receipts and acknowledgements, managing donor records, and program budget spreadsheets; tracking program expenses and revenues.

The Office Coordinator will be quickly immersed in celebrating Portland's cultural life via the Creative Portland marketing wheel, including the website, cultural app, social media, and Monthly Arts Update newsletter.

Requirements of Work

Graduation from a four-year college or university and two to four years working with a non-profit organization, preferably in the arts or economic development. Excellent oral and written communication skills and customer service skills. Knowledge of the basic principles of organization, financial management and administration, and some knowledge of accounting. Ability to work independently, detailed oriented/fact checker, ability to meet deadlines, and to coordinate multiple responsibilities. Ability to present facts and ideas effectively and to generate and edit press releases. Experience analyzing a variety of administrative problems and ability to establish and maintain effective working relationships with contractors, City staff and the general public. Strong experience using computers, productivity software, Google suite proficiency, Adobe Suite experience, social media and flier design experience, and copy-editing proficiency for publishing.

Previous experience as a production assistant in TV, film or advertising, for instance, will be helpful in implementing varied work tasks and recurring deadlines each month, including board meeting prep and newsletter publications. We are a nonprofit arts agency, with a full-time staff of two and a board of volunteers. Occasionally, we hire part-time contractors for program coordination.

Time Commitment & Compensation

Start Date: Mid-October. 4 days/week; salaried position: Approximately 35-36K