What are the responsibilities and job description for the Administrative Assistant position at Fall Foliage Festival?
The Morgan County Fall Foliage Festival is in it's 66th year, and is the premier fall festival in Morgan County, providing four days of family fun culminating in Sunday's 5K race and parade. Rides, games, vendor booths, street entertainment, live music performances, children's events, and much more are offered. The festival takes place in downtown Martinsville and brings tens of thousands of guests to our city.
The parade steps off on Sunday at 1 pm each year, looping from the staging area at Bell Intermediate Academy, through downtown and finishing up at Martinsville High School. The Fall Foliage Festival falls on the second weekend of October every year.
Roles & Responsibilities:
- Serves as the liaison to various constituent through correspondence, phone and in-person contact, including responsibility for office reception.
- Responsible for festival communications, including phone calls, emails, and letters.
- Provides support activities for the organization such as assisting and resolving problems and inquiries of visitors, review and action of incoming and outgoing correspondence, and follow-up on operational commitments.
- Maintains festival website and social media platforms.
- Solicits bids from perspective festival service providers.
- Creates and maintains festival events files, including but not limited to application forms; information sheets; event files; participant files; supplier files; sponsor files; and advertising files.
- Prepares and submits all license applications, government forms, utility requests and permits as required.
- Orders and arranges for either pick-up or delivery of awards, plaques, trophies, banners, sponsorship boards as required for festival events.
- Maintains records, databases, and filing systems.
- Assists in the preparation of reports, memos, and correspondence.
- Orders office supplies and manage inventory.
- Schedules and plans, meetings and appointments.
- Attends and participates in meetings, as required.
- Conducts follow-up and confirmation communications with festival service providers.
- Prepares festival event files and reports as requested by event chairperson.
- Receives and records all financial receipts and makes bank deposits.
- Support special events and programming.
- Responds to, or forwards to appropriate board member, requests for information from the public, service providers, festival vendors, government officials.
- Supports the members of the Board of Directors in other areas as required.
Qualifications for the Position:
Required:
- Five years of experience in mid to senior-level administrative support positions
- Strong organizational and multi-tasking skills
- Strong interpersonal skills
- Ability to maintain confidentiality and discretion
- Proficiency with office software
Preferred:
- Event Planning and Organization Experience
- Community-Based Project Experience
Competencies:
- Communication – Clearly conveying information in a professional manner. Interacts with all board members, volunteers, contractors, business associates, supporters, and detractors professionally, respectfully, and courteously.
- Managing Conflict – Dealing effectively with others in all emotional and stressful situations
- Managing Workload/Follow-up – Accomplishing tasks efficiently through completion while keeping all appropriate individuals informed.
- Teamwork – Working effectively with individuals and/or groups including leadership, customers, vendors, public officials, and volunteers to accomplish organizational goals. Taking actions that respect the needs and contributions of others. Assisting other areas as needed.
- Ability to Succeed in Stress – Making timely and appropriate decisions under pressure, time constraints and opposition.
- Integrity – Maintaining the integrity, reputation, and legacy of the festival and all associated with it.
*12 Hour Work Week January through August, and November; 30 Hour Work Week in September and October.
Job Type: Part-time
Pay: $14.00 - $16.00 per hour
Benefits:
- Flexible schedule
Schedule:
- 4 hour shift
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $14 - $16