Administrative Coordinator & Office Manager

5/25/2018 1:17:47 PM

POSITION TITLE: Administrative Coordinator & Office Manager


Position Purpose

The Administrative Coordinator & Office Manager provides administrative support to the President & CEO and all members of the Senior staff (including the Executive Director of the GREAT AMERICAN SONGBOOK Foundation, the CFO, Vice President of Programming, Vice President of Operations, Vice President of Marketing and Vice President of Development). In conjunction with the President/CEO, this position will develop and implement policies for the efficient operation of the offices of the CENTER FOR THE PERFORMING ARTS & THE GREAT AMERICAN SONGBOOK FOUNDATION, including but not limited to space utilization, purchasing and maintaining office supplies and handling other issues that may arise relating to the proper administration of the offices.

This position supports the initiatives of CENTER FOR THE PERFORMING ARTS & THE GREAT AMERICAN SONGBOOK FOUNDATION by providing program and project assistance in the areas of Administration, Board Management, and Compliance. Core responsibilities include pre- and post- board management functions, handling special projects as assigned, preparing and editing documents, answering incoming calls, recordkeeping, file maintenance, calendar management, scheduling and providing general administrative support.

Essential Functions

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions.

·         Create, edit, and format correspondence, memos, proposals, presentations; distribute materials as directed; assist with the preparation of final corporate deliverables as needed.

·         Coordinate all Board and Committee meetings and related responsibilities; including agenda development, meeting notifications, material preparation, meeting packet mailings, minutes taking and post meeting documentation of minutes, establishing quorum for meetings, etc.

·         Assist with preparing for and administering Board Orientation Activities and tracking term expirations.

·         Track all board activity including orientations, attendance, voting items, assemble and maintain all final copies electronically.

·         Develop and maintain a document management system and protocols for use by all Center and Foundation staff and assist with training of staff on proper document best practices.

·         Conduct calendar-management activities including scheduling, communications, and follow-up; helps senior staff maintain up-to-date calendars.

·         Plan and coordinate meetings (internal and external); this includes scheduling, sending communications, preparing and distributing materials, taking minutes, and following up on action items.

·         Coordinate travel arrangements as needed; schedule travel based upon calendar availability.

·         Handle confidential assignments and maintain confidentiality.

·         Maintain and order kitchen and office supplies


To perform this job successfully, an individual must have the following education and/or experience.

·         High school diploma or a GED is required.

·         Associate’s or bachelor’s degree in business, communications, or a related field is highly desirable.

·         Minimum of ten years’ executive leadership support

Email cover letter, résumé and salary requirements to:

Or send by mail to:

Human Resources
Center for the Performing Arts
1 Center Green
Carmel, IN, 46032