Operations Administrative Assistant
Job Details
Gaillard Center - CHARLESTON, SC
Full Time

Title: Operations Administrative Assistant

Location: Downtown Charleston, SC

Reports to: Director of Event Services

Type: Full-Time, Hourly, Non-Exempt

 

Organization Background

 

The Charleston Gaillard Center's mission is to inspire our dynamic community through the power of the performing arts. We seek to enrich the diverse community of Charleston and the surrounding tri-county region with artistic and cultural experiences that are accessible, unique, relevant, and serve as educational resources for generations to come.

 

The Charleston Gaillard Center consists of an 1,800-seat world-class performance hall and 16,000 square feet of spacious exhibit and meeting space, along with offices and public spaces. The Charleston Gaillard Management Corporation, doing business as the Charleston Gaillard Center, is a non-profit 501(c)(3) organization responsible for managing the facility. For more information about the Charleston Gaillard Center, please visit http://www.gaillardcenter.org.

 

Position Description

 

The Operations Administrative Assistant works in coordination with the event services and technical teams, reporting directly to the Director of Event Services, and providing administrative and event support for the event services and technical teams. Assignments will vary depending on the scope of upcoming events and current needs of the department, but may include:

 

  • Creating client and event files, recording notes for future events, and assisting with record keeping on all events.
  • Administrative work as needed, such as parking coordination and permitting, parking meter bagging, event sheet creation and updating, updating the logistics documents, event reports, etc.
  • Receiving and inputting invoices into Financial Edge (invoicing software) for event services and technical teams.
  • Facilitating company management duties for the organization including but not limited to booking hotels and transportation for artists and tours.
  • Interfacing with clients to schedule meetings, walk-throughs, and show advance calls.
  • Coordination of small events and conducting tours of the venue as needed.
  • Scheduling and corresponding with ushers.
  • Writing and sending a monthly Usher Newsletter, in coordination with the Event Services Department.
  • Event signage creation and posting around the facility.
  • Shopping for upcoming shows and events.
  • Data tracking, collection of information from multiple sources to input into booking calendar, and general database upkeep.
  • Assisting with planning and execution of end-of-year usher appreciation event.
  • Attending meetings with clients to collect and record critical event information.
  • Assisting with artist hospitality, artist wardrobe, and laundry needs; meet and greets; and other portions of show work.
  • Procurement and inventory of office supplies for Operations team.
  • Other duties and tasks as assigned

 

 

Required Qualifications

 

  • Willing to work a flexible schedule, to include primary office hours (M-F 9am - 5pm), as well as occasional event hours on nights, weekends and holidays.
  • Minimum of 1 year of experience in an administrative assistant role. Academic coursework in arts management, hospitality, or related fields may be substituted for work experience.
  • Excellent verbal, written, and computer skills.
  • Experience with MS Word and Excel.

 

Preferred Qualifications

 

  • Comfortable speaking in groups and otherwise representing the Center to the public.
  • Experience with VenueOps, Google Suite, and Financial Edge software.

 

Physical Requirements

 

  • Work may include prolonged periods of sitting, typing, or looking at a computer screen.
  • Activities may require sustained periods of movement, traversing, and positing to meet facility and event demands.
  • Ability to move, transport, and/or position 30lbs of various supplies and materials.

 

Pay and Benefits

 

Pay will be based on qualifications and experience.

 

The Gaillard Center provides a competitive benefit package that includes:

 

  • Fully paid medical insurance at the employee level
  • Optional vision, dental, life, and disability insurance
  • 4 weeks of paid time off, accrued annually
  • 403(b) with a 4% company match
  • Free and/or discounted tickets to performances
  • Employer paid parking

 

NO PHONE CALLS

 

The Gaillard is an equal opportunity employer. Advancing diversity, equity, and inclusion within the Gaillard is critical to our mission. To be a leading performing arts center in the Southeast, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging. For us, equity means that our staff members, our patrons, and our clients can experience the transformative power of the arts, no matter their starting place.

 

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