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Career Opportunities

 

Part-Time Executive Assistant

 

SUMMARY
Coastal Concerts, Inc. (CoCo), a premier classical music organization in Lewes, DE, is seeking a
part-time (12-hour a week) Executive Assistant. This position reports to the Executive Director
(ED) of CoCo and assists the ED in all capacities. Main responsibilities include managing
organization’s online event/ticketing and donor management system, providing customer
support to patrons, generating memos, emails, and reports when appropriate, and responding
to questions and requests for information. Candidate must be a multitasker, extremely
organized and have meticulous attention to detail. The job requires good time management,
communication and interpersonal skills; also requires computer savvy and an ability to readily
learn new systems and platforms.


The ideal candidate for this job is resourceful, can adapt to changing conditions, and is a good
problem solver. He/She must be able to communicate professionally with other organizational
members, artists, and community partners to deliver projects to completion. Assuring a steady
completion of the workload in a timely manner is key to success in this position. It is critical that
this person in this role feel comfortable being a member of a team. He/she will strictly adhere
to the Code of Conduct and Conflict of Interest/Loyalty policies of the organization.


This is a remote, work from home position with the exception of attending monthly meetings
and a minimum of six concert events annually. The ideal candidate will reside in the southern
Delaware area to allow for travel to meetings, concerts, etc. Great opportunity for a retired
Executive Assistant or a Stay-at-Home Mom with the qualifications outlined above. The position
could lead to other promotional opportunities within the organization.


Duties
Specific duties that the Executive Assistant will perform on a daily, weekly, monthly and/or
quarterly basis are as follows:

  • Create and manage subscription packages and ticketing for concerts on AudienceView platform

  • Manage all aspects of ticketing and donations, e.g., ensures all tickets and donations are entered into Audience View verifying complete accuracy

  • Process phone calls to patrons when necessary for clarifying ticket and donation information

  • Generate reports, create and maintain tracking spreadsheets for purchases and donations regularly; Prepare and provide statistical information for meetings and upon request

  • Manage the WILL CALL DESK at all concerts, 6 Saturdays a year (train and prep volunteers for ticket scanning, handle box office purchases at each concert, assist with set up and clean-up before and after each concert)

  • Handles periodic maintenance of Audience View, e.g., de-duplication of entries, removal of inactive patrons, changes in names and addresses, etc.

  • Handles all issues with Audience View through their Case Support System

  • Functions as coordinator for annual DOMORE24 FUNDRAISER Event in Delaware in March, e.g., coordinating all details of the one-day event

  • Collects, records, and submits all VOLUNTEER hours monthly

  • Ensures Thank You Letters to all donors are sent and handles any issues with non-receipt of letters

  • Generate memos, emails, and reports when appropriate

  • Respond to questions and requests for information

  • Attends Executive Committee and Board Meeting and takes minutes if needed when Secretary of Board is unable to attend

  • Assists in creation and distribution of materials via Mailchimp, including Newsletter and letters to donors and patrons

  • Proofs and edits materials from Executive Director, e.g., Program Booklets, rack cards and posters, letters to patrons and donors, and other materials as needed

  • Other duties as assigned as time permits


Qualifications

  • A commitment to and a clear understanding of the mission of the organization

  • Associate’s AND 2 years administrative experience or Bachelor’s degree required

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel and G-suite applications such as Drive, Docs, Sheets, etc.; experience in Mailchimp and/or WIX a plus

  • Ability to learn new software packages

  • Ability to analyze and revise operating practices to improve efficiency

  • Detail oriented and comfortable working in a fast-paced office environment

  • Strong command of English language with exceptional communication and writing skills

  • Superior organization skills and dedication to completing projects in a timely manner

  • Customer interface experience a must

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Email your resume and cover letter to Carol Dennis at coastalcarol226@gmail.com.

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Please call 410-746-5699 if you have any issues or need more information.

 

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