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

To apply for the position visit Coastal Concerts’ website https://www.coastalconcerts.org/career-opportunities for information on how to submit your resume and cover letter.