Administrative Coordinator

CMAC · Canandaigua, New York

FULL TIME

Job Description

Position Summary

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.

Company	CMAC
Location	Canandaigua, New York
Type	FULL TIME
Niche	Full-time

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