Safety and Security Administrative Assistant

Ravinia Festival; Highland Park (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

The Ravinia Festival is seeking a Safety and Security Administrative Assistant to support the smooth operation of security-related functions. This role entails managing schedules, coordinating meetings, and handling payroll, with a strong focus on organization and confidentiality. Availability during summer concert season is essential.

Benefits

Eligible for Illinois Paid Leave plan

Qualifications

• Ability to handle stressful situations with empathy.
• Fluency in reading, writing, and speaking English.
• Law enforcement or security experience is a plus.

Responsibilities

• Coordinate and manage the scheduling of security personnel.
• Utilize ADP software to process payroll and manage employee records.
• Maintain accurate inventory levels of security equipment.

Skills

Customer service

Organizational skills

Attention to detail

Confidentiality

Scheduling flexibility

Job description

Safety and Security Administrative Assistant

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Safety and Security Administrative Assistant

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Company Description

Ravinia is both North America’s longest-running music festival and its most artistically diverse. Over 100 different events by a mix of classical, rock, pop, jazz, R&B, indie, and country performers make up a typical summer season on our two open-air and two indoor stages. Each year, the Chicago Symphony Orchestra is featured in six weeks of concerts, many with Chief Conductor Marin Alsop. During the same summer months, the Ravinia Steans Music Institute provides young professional classical and jazz musicians with career-advancing training and concert settings. Offstage and year-round, Ravinia’s Reach Teach Play education programs engage thousands of children and adults—in schools with little to no music curriculum, in our Chicagoland communities, and at our 36-acre park—in our mission to make music equitably accessible to all.

Company Description

Ravinia is both North America’s longest-running music festival and its most artistically diverse. Over 100 different events by a mix of classical, rock, pop, jazz, R&B, indie, and country performers make up a typical summer season on our two open-air and two indoor stages. Each year, the Chicago Symphony Orchestra is featured in six weeks of concerts, many with Chief Conductor Marin Alsop. During the same summer months, the Ravinia Steans Music Institute provides young professional classical and jazz musicians with career-advancing training and concert settings. Offstage and year-round, Ravinia’s Reach Teach Play education programs engage thousands of children and adults—in schools with little to no music curriculum, in our Chicagoland communities, and at our 36-acre park—in our mission to make music equitably accessible to all.

Job Description

Under the direction of the Office of Safety and Security’s Security Manager, the Administrative Assistant ensures the smooth operation of all security-related functions. This role involves managing schedules, coordinating meetings, handling payroll using computer-based software, maintaining inventory, and organizing both physical and digital files. The Administrative Assistant also assists with preparing reports, resolving administrative issues, and offering general support to the Security Manager and team. Strong organizational skills, attention to detail, and the ability to maintain confidentiality are key to success in this role.

Working shifts vary from park open to park close during the summer concert season.

General Responsibilities

• Scheduling and Coordination:
  
  

Coordinate and manage the scheduling of security personnel, ensuring adequate coverage and promptly resolving scheduling conflicts.

Organize and schedule meetings, briefings, and training sessions for the security team.

Manage calendar appointments and bookings for division heads and key personnel.

• Payroll Software Management:
  
  

Utilize ADP software to process payroll, manage employee records, and handle HR-related tasks.

Accurately review and input timesheets, leave requests, and employee data, ensuring timely payroll processing.

Reconcile timesheets and maintain accurate employee records within the ADP system when required.

• Inventory Management:
  
  

Monitor and manage inventory levels of security equipment and supplies, placing orders and restocking as necessary.

Maintain detailed and accurate records of inventory usage and liaise with vendors for procurement and delivery.

Coordinate with team members to ensure security resources are always available when needed.

• Office and File Management:
  
  

Organize and maintain both physical and digital filing systems, ensuring documents are current, accurate, and easily accessible.

Perform general office duties, including answering phones, managing correspondence, and supporting the security team in day-to-day tasks.

Develop and implement efficient office systems and procedures to streamline administrative functions.

• Administrative Support:
  
  

Assist with preparing reports, presentations, and other documents for management and team use.

Provide general administrative support to Ravinia’s Office of Safety and Security, handling inquiries, and resolving administrative issues as they arise.

Maintain the confidentiality and security of sensitive information.

• Additional Responsibilities:
  
  

Support management with routine tasks and special projects as assigned.

Adapt to the evolving needs of the Ravinia’s Office of Safety and Security to ensure operational success.

Qualifications

• Security team members must be at least 18 years of age
• Proof of eligibility to work in the United States
• Ability to read, write, and speak English fluently
• Ability to calmly handle stressful situations and show empathy towards others
• Excellent customer service and communication skills
• Flexible in scheduling that includes evening hours on weekdays and weekends
• Law enforcement or security experience is a plus
• Participate in pre-employment screenings and background checks
  
  

Additional Information

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• The Ravinia season runs from June through September. Priority in hiring will be given to applicants who are available to work the entire season.
• This position is indoors/outdoors and in all weather conditions, with prolonged periods of standing.
• This position requires mostly afternoon/evening hours. Applicants must be available for both weekday and weekend hours.
  
  

Benefits

Eligible for Illinois Paid Leave plan.

Ravinia is an Equal Opportunity Employer

As an equal opportunity employer, Ravinia strongly believes that diversity of backgrounds, experiences, and perspectives is essential to our success. We strive to create and sustain an equitable and inclusive environment for all our employees. Ravinia does not discriminate on the basis of any protected status under federal, state, or local law. We encourage individuals of all identities and abilities to apply.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Music

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