Administrative Assistant - Programming

POSITION SUMMARY

The Administrative Assistant, Programming supports the Programming team with organizational and administrative duties to ensure the smooth administration of Dr. Phillips Center’s shows and events. This position is responsible for ensuring the efficient input and dissemination of information and providing administrative support to the Programming Department.


ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

• Ensure that all administrative responsibilities, both internal and external, are accomplished with the utmost accuracy, efficiency, and professionalism. Duties include, but are not limited to: scheduling meetings/appointments; coordinating meeting setup details (F&B, attendee invitations, parking reservations, security notification, promptly greeting guests, etc.); maintenance of Vice President's various calendars; photocopying and document preparation; general document filing; presentation preparation (PowerPoint); creating and maintaining agendas; timely follow up on assigned items; making travel arrangements (hotels, flights, car rental, restaurant reservations, etc.); and creating travel itineraries as needed.
• Compose and produce correspondence on behalf of the Programming team.
• Facilitate the efficient receipt of and response to ticketed event inquiries and applications, ensuring accurate and timely communications to both internal and external stakeholders.
• Schedule calls, tours and in-person walk-throughs.
• Manage special projects as assigned.
• Create and monitor event specific timelines to ensure all internal deadlines are anticipated and met.
• Track and submit all music license responsibilities for ASCAP, BMI, SESAC, and GMR following established guidelines and procedures.
• Code all internal and external department expenses utilizing appropriate accounting GL codes and show codes; and manage monthly expense tracking in Concur for department’s credit card usage.
• Manage all subscriptions, memberships, and renewals for department including Florida Presenters, Broadway League, Celebrity Access, Pollstar, etc. Track memberships and renewals to prevent lapses.
• Create and manage Programming slides for various presentations to key stakeholders including, but not limited to, board members, senior leaders and other departments.
• Assist and manage reporting of various Programming data to include: total number of performances, total types of performances (genres), attendance records, and number of Regional groups at the Center.
• Schedule any shadowing or internship programs for the department.
• Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values.
• Maintain a professional and friendly relationship with other departments, colleagues, and partners.
• Able to remain calm under pressure. Ability to work effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy. Maintain Dr. Phillips Center standards of customer service at all times.
• Able to effectively communicate in English in both written and oral forms.
• Other duties as assigned.


KNOWLEDGE AND EXPERIENCE

• Associate degree and/or 2 to 5 years administrative assistance experience required.
• Well-versed in Microsoft Suite applications (Word, Excel, Outlook, PowerPoint and Teams).
• Excellent verbal and written communication skills; professional and customer service centric.
• Must be able to complete basic and moderately complex mathematical functions to compile data and complete expense reports.
• Knowledge of artists contracts, ticket riders and settlements is a plus.
• Ability to work collaboratively with all staff, artists, producers, etc.
• Excellent organizational skills.
• Strong creativity and problem-solving skills. Highly motivated self-starter.
• Able to demonstrate diplomacy in high stress situations.
• Ability to multi-task and to work in an extremely fast paced environment.


SPECIAL CONDITIONS OF EMPLOYMENT

• This position requires the ability to work a variable schedule, evenings, weekends, and holidays to meet operational needs.


Dr. Phillips Center participates in an employment electronic eligibility verification program through E-Verify.