Administrative Assistant
4 days ago
The Santa Monica Pier Corporation (SMPC) is seeking an Administrative Assistant. The Santa Monica Pier is an iconic Southern California landmark, welcoming over 12+ million visitors a year. The mission of the Santa Monica Pier Corporation, a 501(c)3 non-profit, is to curate the pleasure pier experience for locals, visitors and admirers
JOB DESCRIPTION:
The Administrative Assistant provides general support to the Executive Director, the Director of Operations, and to other staff members. The scope of the organization’s work includes: large-scale and small-scale event production; public policy review; preservation and sharing of historical content; development, marketing and daily communication with Pier merchants and the general public; and support for a volunteer Board of Directors. The office environment is fast-paced with many time-sensitive projects. The ability to anticipate needs and respond to challenges in a timely manner is crucial. Night and weekend work is sometimes required.
Key Responsibilities:
- Perform overall general clerical functions including typing, photocopying, faxing, filing, and maintaining office supplies
- Maintain the storage of all archival files, hardcopy and digital.
- Maintain phone line (voicemails, outgoing messages, general information, etc.)
- Maintain all SMPC mailing lists and handle all SMPC mailing.
- Review outgoing materials for clarity, spelling, punctuation and grammar, proper form and completeness.
- Greet the public politely in-person and over the telephone, respond to inquiries concerning rules and regulations, complaints, programs, procedures and problems and also take messages.
- Maintain the office in a clean and orderly fashion.
- Track and maintain press posts and clippings for monthly reports.
- Post agenda for public meetings, schedule meeting locations, and coordinate notification of Board Members and committee members.
- Attend monthly Board Meeting and record and report minutes.
- Coordinate monthly Board Packet distribution.
- Maintain the Executive Director’s calendar for appointments.
- Maintain conference room scheduling, Pier events calendar and filming calendar.
- Distribute events calendars to Pier stakeholders on a weekly basis.
- Maintain merchandise inventory, orders, shipping &receiving, and coordinate for sales at events.
- Run business-related errands.
- Administrate regularly scheduled daily street performer lotteries for performance spaces..
- Maintain correspondence files.
- Maintain email.
- Maintain office equipment and coordinate service for equipment as needed..
- Assist with all aspects of event production including: planning, advertising, set-up and tear-down and coordination. Some lifting up to 50lbs may be required.
- Maintain and open regular communication with Pier merchants and City Staff.
- Assist Executive Director as needed.
- Assist Director of Operations as needed.
- Assist Marketing & Brand Manager, Business Development Manager, Events Manager & Activations Manager as needed.
QUALIFICATIONS:
- Bachelors Degree or equivalent work experience preferred
- Social media savvy
- An expert collaborator and communicator
- Event experience desired
- Understanding local government and non-profit organizations is an asset for success and happiness in this position
- Working knowledge of Google Suite and MS Office
- Excellent written, proofreading, interpersonal, and verbal communication skills
- California Drivers License
BENEFITS:
- Annual salary: $58,000
- Medical and dental insurance
- 403(b) retirement package
Reports directly to Executive Director
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