Be part of our Marin Symphony
A variety of different talents and skills are needed to provide management and support for our organization. The Marin Symphony is an Equal Opportunity Employer that values and encourages a diverse workforce.
We appreciate everyone who has applied, thank you. Applications are closed for the Patron Relations & Administrative Coordinator position at this time. For those of you who have submitted applications, we are now reviewing candidates and calling select people in for interviews.
TITLE: PATRON RELATIONS AND ADMINISTRATIVE COORDINATOR
REPORTS TO: Executive Director
WORKS WITH: Office Staff, Board of Directors, Volunteers, Marin Center Box Office
SUPERVISES: None
SUMMARY:
Providing exceptional and consistent overall operational support for the senior management staff, board of directors, and symphony customers, the Patron Relations and Administrative Coordinator (PRaAC) is a vital member of a successful office and organizational operation. The ideal candidate shall effortlessly display exceptional customer and staff support, selflessness and authenticity. A variety of acquired skills are desirable for this position, some of which are expected to be required at the time of hire (computer skills, general communication abilities); others will be taught on the job (customer relationship management database).
The PRaAC is often the first staff member a customer interacts with. As such, it is imperative the successful candidate embody the characteristics and vision consistent with that of the entire organization. The right person will help the organization thrive and will quickly develop meaningful and genuine relationships with dozens of constituents, from musicians to board members to funders to vendors. This is a position well suited for someone looking to develop their skills in a high-energy, fast paced environment with rigorous standards, high expectations and a minimum of down-time.
POSITION DESCRIPTION:
There are a number of functional areas the successful candidate will master and oversee.
Customer Service and Support
Manage all ticketing and seating for over 1,100 subscribers, donors, sponsors and special constituencies.
- serve as the first point of contact for customers by phone, mail, and online, and in-person
- maintain subscription seating charts
- mail subscriber renewal notices, subscriber ticket packages
- facilitate ticket exchanges
- track gift certificate issuance and usage
- act as Marin Center Box Office liaison: track single ticket sales, arrange special seating
- issue outreach tickets for organizations serving disadvantaged individuals
Board Liaison
In concert with the Executive Director and the Senior Management Team, provide exceptional support to board members both around board and committee meetings as well as during production weeks and in general.
- assist Executive Director in the preparation for all board meetings
- create and distribute meeting schedules, minutes and agendas, and attendance for all committees
- post regularly on Board website all necessary materials
- prepare materials for full Board meetings
- attend quarterly Board Meetings; take minutes
- reserve meeting spaces for committee and full Board meetings
General Office Administration and Staff Assistance
Database Management: responsibility for the daily oversight of organization’s customer relationship management software.
- accurately enter all transactions into database
- enter constituent account information
- produce donation acknowledgements on behalf of the Development Director
- create customized queries, reports on sales and donations
- create targeted mail lists for soliciting donations and ticket sales
- track progress on Annual Fund, subscription sales, single ticket sales, special event attendance
Support of fundraising initiatives
- draft grant proposal segments
- maintain calendar for grant support and deadlines
- schedule appointments for meetings with Board members, major donors, and sponsors
- assist in communication between Marin Symphony and corporate sponsors
Support of concert production and special events:
- assist with coordination of post-concert receptions for networking with donors and VIP guests
- edit concert program book, marketing materials, and ensure accuracy of donor listings
- assist with hands-on physical setup and clean-up of events and functions as required
General Office duties
- order and stock office supplies
- assign weekly in-office volunteer duties
- recruit assistants to staff and for special projects as needed
- general office upkeep, cleanliness and organization
ORGANIZATION DESCRIPTION:
The acclaimed Marin Symphony Orchestra, established in 1951, presents five pairs of classical concerts in the Marin Veterans’ Memorial Auditorium each year. Under the music direction of Alasdair Neale, more than 80 professional symphony musicians, 110 chorus members and world-class guest artists come together to bring live performances to the community. Over 100 musicians participate in the Symphony’s youth programs, including the Marin Symphony Youth Orchestra, Crescendo and Symphony@Schools programs. Throughout the year, the Symphony produces multiple special events including Family, Holiday and Prelude Concerts
REQUIREMENTS:
- college degree
- ability and willingness to work both standard office hours and non-standard hours (including nights and weekends)
- ability to regularly lift up to 45 pounds
- ability to handle multiple projects simultaneously
- competencies
-Impeccable verbal and written communication skills
-Excellent organizational skills
-Microsoft Office, especially Outlook, Word, Excel (must have working knowledge of data manipulation, graphing, etc)
-Experience with database management (eTapestry preferred) - concert and event attendance expected
- some experience and appreciation in classical music preferred
TO APPLY: Submit letter of interest and resume to Jeff vom Saal, Executive Director. Email preferred. Not all candidates will be contacted.
Jeff vom Saal
Executive Director
1-4-13-Position- Patron Relations and Administrative Coordinator.pdf
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