Job Title: Marketing Administrative Assistant

Department: Marketing

Reports to: Vice President of Marketing/Chief Experience Officer

Status: Full-Time, Non-Exempt

Date: December 5, 2022

Summary of Duties and Responsibilities

The Marketing Administrative Assistant reports to the Vice President and CXO and provides administrative support to the vice-president and other department heads as needed. The majority of time will be allocated to the sponsorship team and group sales effort.

Essential Duties and Responsibilities

Sponsorships

• Enter sponsorship account data in Tessitura to include payments against pledges for program ads, in kind gifts, cash sponsorships and contracts as received.
• Invoice sponsors and program advertisers according to deadlines and monitor payment receipts.
• Create and update sponsorship dashboards in Tessitura to track annual sponsorship results against goal on a weekly basis.
• Help create sponsorship presentations for proposals and fulfilment reports as needed.
• Maintain/organize sponsorship files on the staff drive to ensure ease of file access by organization users.

• Track department expenses against sponsorship budget on a monthly basis to ensure expenses were accurately entered/coded to the appropriate budget line item.
• Create and update program P&L as incoming revenue and expenses accrue
• Assist with production of show program as needed.

Group Sales

• Follow up with group sales clients as needed to include contract tracking, deposit and payment collection.
• Enter orders in Tessitura as needed to fulfill contract requirements when a group sales block and individual seat selection/payment is not feasible.
• Assist group sales manager with event activation as needed.

Administration

• Assist with department invoice submission.
• Assist with monitoring submitted department expenses against budget.
• Answer/route marketing department phone calls

• Schedule meetings for vice-president and provide necessary materials / information as needed
• Create power point presentations for meetings and other department documents
• Assist with conference room set up for meetings and special events
• Assist with office supply inventory
• Arrange travel schedule, reservations, and itineraries
• Assists department with other projects as needed (e.g., proofreading, admin support) within the scope of the position

Required Education, and Experience

• High school diploma required with 5 years minimum experience as an executive assistant or marketing department assistant.
• Knowledge of Tessitura a plus
• Proofreading skills to ensure accuracy in marketing materials for spelling/grammar

Required Skills & Qualifications

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines. To perform effectively in this position, the incumbent must have:

• Excellent communication skills (both oral and written) as position represents TSC with our sponsors and group sales clients.
• Ability to deal with a range of styles and behaviors
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision
• Highly organized and ability to work in a fast-paced environment
• Superior attention to detail to ensure accuracy of data entry and tracking
• Proactive follow up with group sales clients and sponsors to ensure contractual deadlines are met.

Computer Skills

• Advanced knowledge of and ability to use word processing, database, and spreadsheet software.
• Proficient in use of Microsoft 2000 or later, particularly Word, Excel and Outlook.
• Create advanced presentations in PowerPoint.

Other Skills and Abilities

• Desire to work as a team player and assist when and where needed
• Exhibit a professional appearance
• Maintain a dependable, professional, and courteous office environment

Physical Job Requirements

• This position will require sitting for long periods, standing, bending, and walking, as well as using fine motor skills, such as finger dexterity for typing.
• Occasionally lifting and carrying up to 50lbs or more.
• Occasionally required to assemble and/or disassemble furniture and fixtures.
• This position could be exposed to loud noises, and frequent phone conversations, and requires average to above average visual acuity and hearing.
• Most of this job will be spent indoors in a climate-controlled environment.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be constructed as an exhaustive list of all the responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Only those candidates under consideration will be contacted for next steps. Please accept our utmost appreciation for your interest in our organization.

Limitations and Acknowledgment

The Americans with Disabilities Act requires that reasonable accommodations be made for qualified individuals to help perform the required duties and tasks of the position. Reasonable accommodation is available for qualified individuals with disabilities upon request.

The Smith Center for the Performing Arts (TSC) is an Equal Opportunity Employer that complies with the laws and regulations set forth under EEOC.

Diversity, Equity, and Inclusion Mission Statement

At TSC diversity, equity, and inclusion are at the core of who we are. Our commitment to these values is unwavering. They are central to our mission and to our impact on the community. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing—and increasingly diverse—world. We believe that a variety of opinions, approaches, perspectives, and talent are the cornerstones of a strong and flexible organization.

TSC strives to champion diversity, equity, and inclusion for all.