Administrative Assistant to Exec Director for Van Wezel Performing Arts Hall

Location: Sarasota

## Administrative Assistant to Exec Director for Van Wezel Performing Arts Hall Apply locations:
Van Wezel Performing Arts Halltime type:
Full time posted on:
Posted 3 Days Agotime left to apply:
End Date:
June 14, 2026 (7 days left to apply) job requisition :

** All current City of Sarasota employees must apply to job postings on the internal career site.
** Come work at a place where employees of the City serve with Excellence and Pride!
*
* NOTE:

The City of Sarasota is an*
* ** Equal Employment Opportunity****, Veteran,*
* ** E-Verify*
* ** and
* * Drug Free Workplace
** employer. Click to view the City's
** Veterans Recruitment Plan**. Click to view a the*
* ** City's Educational Equivalency Statement****.
**** Department:
** Van Wezel Performing Arts Hall
** Employee Type:
** Regular
* * Time Type:
** Full time
** Salary Range:**$24.4334 - $31.1526 Hourly / $50,821.47 - $64,797.37 Annually
** Job Posting Period:
** June 03, 2026 - June 14, 2026 12:00 A.M.
*
* Job Description:

**** Overview
* * To provide administrative support for a Department or Division Head assisting in handling technical and administrative functions in connection with departmental programs, such as personnel, budget, planning and operational procedures.  
** Essential Functions
*** Assists in the coordination of all administrative functions of the department including budget, personnel, meetings and clerical duties.
* Prepares correspondence such as, letters, memoranda, reports, affidavits, and other materials.
* Completes data entry into numerous computer systems.
* Researches and collects information on operational and administrative problems, analyzes findings and makes reports to Department Head.
* Assists with the preparation and administration of the annual budget and helps maintain budget and expenditure controls.
* Supervises and coordinates all budgetary accounting activities and confers with department and/or Division Heads concerning acquisition and specifications for purchase of materials and equipment.
* Assists with the installation of new programs, procedures, methods and systems within the department.
* Performs fiscal, statistical and personnel studies.
* Conducts surveys and collects information on administrative matters; studies the findings and prepares reports.
* Prepares a variety of complex and confidential documents and reports.
* Maintains meeting minutes either electronically or with audio equipment.
* Coordinates and schedules meetings and conferences as directed.
* Coordinates all routine operational management functions within department, including purchasing, building, equipment, property inventory and disposal.
* Maintains complete stock of all office supplies and keeps accurate inventory of supplies and forms.
* Assists with department projects and tasks and works as a team member within the department.
* Represents department on committees or project groups as assigned.
* The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.

** Additional Department Specific Responsibilities
*** Manages and coordinates various calendars for the Executive Director – Outlook, desk calendar and staff out of office calendar (electronic and paper).
* Prepares event list for coordination with in-house caterer, Mattison’s; meets with Mattison’s and other department staff to review events and discuss catering needs.
* Prepares contracts and track for rentals of Hall and Grand Foyer.
* Conducts tours of rental spaces and fields calls for rental information.
* Coordinates production of Friday Fest events – researches bands and food vendors, prepares contracts, prepares band payment requests, and schedule/lead department planning meetings.
* Acts as liaison between rental customers and internal departments to ensure successful rental events.
* Receives and tracks donation requests and prepares correspondence…