Office Coordinator
SUMMARY
We are seeking a highly organized and proactive Office Coordinator to join our dynamic non-profit organization. The ideal candidate will be responsible for coordinating office operations, providing high-level administrative support to the Executive Director, the Board of Directors, and other assigned leadership staff, and ensuring the smooth functioning of our busy office.
ORGANIZATION BACKGROUND
At the Center for Puppetry Arts, you will be part of a vibrant, creative team dedicated to preserving and advancing the art of puppetry. You will have the opportunity to make a meaningful impact on the Center’s mission while gaining experience in nonprofit development and Membership engagement. We offer a collaborative and supportive work environment, along with a competitive salary and benefits package.
REPORTS TO
Executive Director
PRIMARY
RESPONSIBILITIES
Office Coordination
- Oversee daily operations of the Administrative Office at the Center for Puppetry Arts and ensure a clean, organized, and efficient work environment including scheduling, mail, and administrative support.
- Manage office supplies inventory and place orders as needed.
- Coordinate maintenance and repair of office equipment and facilities.
- Take initiative in problem-solving and improving office processes in collaboration with cross-departmental staff.
Administrative Support
- Provide high-level administrative support and assistance to the Executive Director, Board of Directors, and other assigned leadership staff.
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, and presentations.
- Handle incoming and outgoing mail and email communications.
- Transcribe meeting minutes and maintain a strong relationship with the Board of Directors by coordinating the calendar of annual board meetings and related communications in support of the Development Office
- Schedule and attend meetings on behalf of executives, taking notes and recording minutes.
- Receive incoming communication or memos on behalf of senior staff, review content, determine importance, and summarize and/or distribute contents to appropriate staff.
Financial Administration
- Assist with basic bookkeeping tasks, including processing invoices and expense reports.
- Maintain accurate records of financial transactions and prepare financial reports as needed.
- Coordinate with the finance team to ensure timely and accurate financial management.
- Prepare independent financial audits, compliance, and licensing documents.
Meeting Coordination
- Assist in planning and organizing all staff, Director-level, and Board-level events and meetings.
- Coordinate logistics, including venue booking, catering, and materials preparation.
- Prepare equipment and manage operations of hybrid meetings.
- Other responsibilities may be assigned as needed.
PHYSICAL DEMANDS
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 25 pounds at times.
REQUIRED QUALIFICATIONS
- Proven experience as an Office Assistant, Administrative Assistant, or similar role.
- Excellent verbal and written communication skills.
- Excellent organizational and time management skills.
- Strong analytical and problem-solving skills.
- The ability to take initiative and work independently.
- Ability to prioritize tasks and delegate them when appropriate.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to maintain a professional relationship with key stakeholders and manage their calendars professionally.
- Experience in a non-profit organization is a plus.
- Discretion and confidentiality.
EDUCATION AND EXPERIENCE
- High school diploma preferred.
- Bachelor’s degree in business administration or a related field is a plus.
- At least two years of related experience required.
EMPLOYMENT STATUS
AND PAY
$42,000.00 to $45,000.00 commensurate with experience.
BENEFITS
- Medical –Center pays 75% of the employee’s premium.
- Dental
- Vision
- 403(b)
- Disability, Life and AD&D Insurance
- Vacation– 14 days.
- Sick Leave – 6 days
- Paid Holidays – 9 Days
- Paid Personal Days – 5 Days
- Paid Dark Week- 5 Days
- Museum Store Discounts
- Free show tickets
- Free parking
HOW TO APPLY
Please submit your resume and a cover letter to hr@puppet.org. No phone calls please. If you have questions, please email hr@puppet.org.
Please note any attachment over 10 MB may need to be sent in separate emails.
The Center for Puppetry Arts is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.