Live Production Administrative Assistant - Full time

Description

Job Summary

Provide administrative support for the Director of Live Production and the Live Production Department. Perform general office functions and related service work as required.

Essential Responsibilities & Duties

PROJECT MANAGEMENT:

• Assist with managing Live Production Asana lists and task follow-up to ensure that actions are completed.
• Maintain meeting minutes.
• Gather all information submitted to the Live Production request form.

MANAGE DEPARTMENTAL BUDGET:

• Coordinates, under the supervision of the Director of Live Production, the budget for the department.
• Responsible for the collection and deposit of all funds, monthly balancing of departmental procurement statements, and creating POs/Check Requests for payments or reimbursements as needed.

MANAGE DEPARTMENTAL & DIRECTOR OF LIVE PRODUCTION CALENDARS: 

• Maintain a calendar system for the Production Department and Director of Live Production and ensure that complete information is available for all matters.
•  In addition - communicate well in advance to the event childcare team regarding staff childcare needs and facility needs for work events.

ESPACE COORDINATION: 

• Coordinate departmental room reservations as it relates to event rehearsals and event dates that require live production assistance.

MEETINGS: 

• Participates in Live Production team meetings, Service Production Meetings, Creative Event Team Meetings, Support Staff meetings, Staff Chapels and attends other meetings as required.

DREAM TEAM COORDINATION:

• Oversee rostering of Dream Team for all James River Church services and events.
• Manage Live Production GrowTrack interview process. Track all new Dream Team recruits from GrowTrack, and input data into Planning Center Online and Fellowship One correctly. 
• Connect with all potential Dream Team prospects during week four breakout 
• Send “Thank You” cards to everyone who came to week four breakout
• Keep an eye on profiles of all prospects through completion of GrowTrack
• Connect with prospects within one week of receiving list from Connections team.
• Create a high quality first-serve experience for all new Dream Teamers
• Track prospects in Planning Center, including the transition from “Prospect/Training” to a “Regular Assignment.”
• Create a serve calendar that schedules Dream Team one month in advance
• Provide guidance to Dream Teamers who have questions.
• Follow up with and care for Dream Teamers who decline frequently or request breaks from serving.

GENERAL OFFICE DUTIES: 

• Compose office documents using applications such as Microsoft Word, Microsoft Excel, Microsoft Publisher, Microsoft Project and other like software.
• Handle correspondence, phone calling, computer tasks, scheduling appointments, mail, email, ordering of supplies, maintaining a filing system, etc. 
• Compose letters when requested and ensure all correspondence is mailed in a timely manner. 
• Assist the Director of Live Production in the management of his calendars (including the scheduling of appointments, the updating of his Outlook calendar, etc.) 
• Assist the Director of Live Production in the management of physical and electronic files (including email management, contact management, in office filing, and the filing of documents electronically). 
• Assist the Director of Live Production in the management of all travel accommodations.

PRODUCE JAMES RIVER CHURCH EVENTS:

• Would be rostered as producer for all James River Church events at the South Campus and Conferences.
• Upkeep all run sheets for events

ADDITIONAL DUTIES: Performs other related duties as assigned. 

Requirements

• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment. 
• Intermediate level skill on personal computer using Microsoft Word, Microsoft Excel, Microsoft Publisher, Microsoft Project, Microsoft Explorer. A demonstrated aptitude to learning new computer software program.
• An aptitude for learning and using electronic office equipment including a cell phone, electronic controls on machines such as a copy machine, fax machine, and computer networked devices.
• Communicate in an effective and professional manner- orally and written.
• Skill in taking and transcribing dictation, accurately and with re