Bilingual Administrative Assistant
Inside the Orchestra
Seeking an administrative assistant for a metro Denver-based 501(c)(3) nonprofit performing arts organization. Learn more about our mission and values and our commitment to diversity, equity, inclusion, and access.
This is a full time, non-exempt position averaging 40 hours a week. Some nights and weekends required.
- Bilingual English/Spanish
- Ability to main composure, control, and a positive attitude.
- Above average ability to focus on small details and accuracy of records.
- Ability to handle multiple tasks with different priorities and objectives.
The organization seeks an individual who is self-motivated, resourceful, and able to hand a variety of tasks. Ideal candidates will have strong organizational skills, will be computer and tech savvy, and will have the ability to work independently. This position requires an ability to manage stress in a fast-paced organization coupled with an ability to see what needs to get done and take the initiative to do it. It also requires the ability to work effectively in a small team setting and the capacity to solve problems productively. Responsibilities include, but are not limited to, the following:
- Respond to phone calls, voicemail, email, postal mail, and other written requests for information.
- Inventory and purchase office supplies when needed.
- Provide staff assistance to coordinate organizational schedules, meetings, trainings, and special events.
- Assume responsibility for maintenance of office equipment, including computers, copy machines, and printers.
- Organize and maintain computer and physical filing systems.
- Run general errands such as purchasing office supplies, picking up marketing materials, and mailing envelopes and packages.
- Coordinate bulk mailings, including making sure that all office supplies are available and prepped properly and completing the mailing at the BMEU.
- Pay invoices and make online purchases.
- Bookkeeping in QuickBooks.
- Manage newsletter contact submissions in Constant Contact.
- Database entry and management.
Development, Donor, and Public Relations Support:
- Communicate in a professional, service-oriented manner with all volunteers, donors, event attendees, and with the general public.
- Track and update donor contact information and status.
- Assist with representing the organization at events, including managing check-in table at public events.
- Facilitate donor support including tracking information and communication.
- CRM data entry
- Assist Executive Director with grant vetting, updating, and entry into Salesforce
- Assist in promoting and marketing all in-person and virtual events and programs.
- Help coordinate event and program logistics. Provide event support to Executive Director.
- Manage Tiny Tots box office duties, including but not limited to over the phone ticket purchases and payments, ticket rescheduling and cancellation, refunds, and requests for additional information.
- Coordinate school field trips including answering all requests for information, working to find affordable ticket prices in relation to the school’s level of need, and creating and changing concert registration and reservations.
- Assist with day-of event duties including guest check-in and set-up and tear-down.
- Assist Program Manager in preparing musician folders.
- Post all programs on event calendars and related online postings.
- Distribute marketing materials around the Denver metro area.
- Create/edit contact lists to be used when (e)mailing new and repeat schools at the beginning of and throughout the year.
Manual Functions: Due to the nature of implementing live, public events, this role does have physical components. While performing the duties of this job, the employee is frequently required to perform non-desk duties, move around buildings, and communicate with others. The employee is occasionally required to perform duties while on the ground, in tight spaces, and in busy crowds of people. The employee must occasionally lift and/or move up to 30 pounds. Reasonable accommodation may be made to enable individuals to perform the essential functions.
Inside the Orchestra is an equal opportunity employer. All interested individuals are encouraged to apply.
Compensation: $40,000 – $45,000
Benefits: The benefits package includes generous and flexible paid time off, schedule flexibility, work from home hours, health and short-term disability insurance, and Simple IRA with match.