Administrative Assistant Patron Services Job Havre de Grace area,Maryland USA,Administrative/Clerical

Job Description

Serves as the Administrative Assistant to the Chief of Arts, Events and Entertainment and the Program Manager. The Administrative Assistant is a customer-facing member of the team who will engage directly with volunteers and patrons of the STAR Centre and the Havre de Grace Opera House. This is a hands‑on position that requires direct interaction with the public, a proactive approach to problem‑solving, and a flexible schedule.

In addition to administrative assistant duties, this role also involves assisting with city‑wide events and outdoor festivals. This is a unique opportunity to directly contribute to the success of our entertainment venues, outdoor events, and the satisfaction of our community. The incumbent works under the direct supervision of the Chief of Arts, Events and Entertainment, performing all duties related to the position.

ESSENTIAL

FUNCTIONS/JOB TASKS:
Administrative & Operational Support:

Provide dedicated administrative support to the Program manager, handling a variety of tasks to keep operations running smoothly.

Assist the Technical Operations Manager with various administrative tasks as needed.

Provide support for city-produced events and festivals.

Facilitate all box office needs.

Generate bi‑weekly rental payouts.

Handle all general inquiries and communications for both venues, including rental requests.

Respond to Facebook Messenger messages.

Regularly update the hotel list when new events are added.

Coordinate requests for donated tickets from outside organizations.

Manage and maintain front of house equipment, including ticket scanners and communication devices.

Document meeting minutes for weekly staff and event team meetings.

Provide administrative support for summer camps.

Generate monthly shopping list for all event Riders.

Send gym closure reminders to rentals.

Patron & Volunteer Engagement:

Serve as the primary point of contact for patrons, volunteers, and supporters via email, phone, and in‑person communication to ensure their needs are met with professionalism and a positive attitude.

Conduct walk‑throughs and tours with current and potential renters for both venues.

Manage all aspects of ticket sales, including individual, group, exchanges, and refunds.

Recruit, train, and coordinate volunteer ushers and ticket takers.

Manage volunteer incentive programs.

Maintain and update the volunteer management system (Sign‑up Genius).

Be available to fill in when a House Manager or volunteer is not available or calls out.

Provide on‑site support for all Thirsty Thursdays and film events.

Manage concessions operations, including inventory, stocking, and weekly sales reports.

Ensure a high level of customer service for all patrons and volunteers.

On‑Site Event Assistance

Assist with event setup, loads‑ins, and strike for both in‑house performances and outdoor festivals.

Assist with other production elements as assigned.

Act as a leader in emergency situations, ensuring patron safety and a clear response.

MINIMUM QUALIFICATIONS:

Knowledge, Skills, and Abilities:

Customer Service:

Proven ability to deliver excellent customer service and build positive relationships with the public.
Communication

Skills:

Excellent verbal and written communication skills with a strong knack for problem‑solving and a proactive attitude.
Organization:

Highly organized, detail‑oriented, and capable of managing multiple tasks and deadlines in a fast‑paced environment.
Technical

Skills:

Strong computer proficiency, including experience with database management and Microsoft Office Suite (Word, Excel) or Google Suite. Experience with Canva and Constant Contact a plus.
Adaptability:

The flexibility to work a varied schedule at times, including some evenings and weekends, and thrive in high‑pressure…