Administrative Coordinator

The Grant Park Music Festival (the Festival) in Chicago, Illinois seeks a full-time Administrative Coordinator. The Festival’s Administrative Coordinator has a diverse portfolio of responsibilities, including office and technology management, bookkeeping tasks, and calendar management for the President & CEO.

The Administrative Coordinator will join the Festival's hard-working, collaborative team of 15 year-round staff who are dedicated to enriching lives through the power of music. The Administrator reports to the Festival’s Chief Financial Officer and regularly works with the President & CEO. The Administrative Coordinator is considered our “hub in the wheel” and plays a key part in the Festival’s success.

We seek applicants who are proactive and resourceful, who have a keen eye for details, are accountable and organized, and who are interested in contributing to the Festival’s mission.

SELECT DUTIES AND RESPONSIBILITIES
• Serve as liaison to building management, security, and maintenance staff; work proactively to maintain the smooth functioning of the Festival office environment.
• Provide proactive management, support, and training on computer hardware, software tools, cloud files (SharePoint & OneDrive), shared office technology/equipment, including networked copiers, printers, and phone system.
• Coordinate supply and equipment requests, research and make purchases, track and organize inventory, and manage shared office equipment; manage third floor storage room and off-site storage facility.
• Answer the telephone, provide information to callers, and direct calls to appropriate department/staffer.
• Manage CEO calendar, meetings, and appointments, including: scheduling, coordinating resources and materials, making restaurant reservations, taking notes as requested.
• Assist with preparations for board and committee meetings, including scheduling, reminders, preparing meeting materials, room setup, and taking notes/minutes.