What are the responsibilities and job description for the Office Manager position at Miami Symphony Orchestra?
Job description
Office Manager Job Description
Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness.
Responsibilities:
- Mailing, shipping, supplies, equipment, bills and errands
- Answering the phone to take messages or redirecting calls to appropriate colleagues
- Answering and distributing incoming emails to appropriate department
- Organize and schedule meetings and appointments
- Provide general support to visitors
- Ensure filing systems are maintained and current
- Ensure security, integrity and confidentiality of data
- Handle customer inquiries and complaints
- Box office management (Including sales and processing transactions), send invitations, keep track of guest and VIP lists, keep proper filing of all contact information. Maintain a fluent communication with the Box Office Managers of the venues. Coordinate Box Office Management during Concerts, keep control of assigned seats to guests.
- Process and keep record of contributions
- Sending bulk email communications.
- Effective preparation of weekly Meeting Agendas
- Perform other office duties as assigned
- Undertake basic bookkeeping tasks and issue invoices, checks etc.
- Monitor stocks of office supplies (paper clips, stationery etc.) and report when there are shortages
- Perform other office duties as assigned ( It might include but not be limited to assisting production Department and social media)
Requirements:
- Proven office management, administrative or assistant experience
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- Bilingual ( English and Spanish is a must)
- Basic social media management and content development knowledge
Office Manager key skills & proficiencies:
- Communication
- Judgment
- Problem Solving
- Decision Making
- Planning and Organization
- Time Management
- Adaptability
- Availability
Job Type: Part-time
Expected hours: No less than 25 per week
Schedule:
- Monday to Friday
- On call
- Weekends as needed
Work Location: In person