The Administrative & Finance Director manages the day-to-day administrative operations of the office staff. Reporting directly to and working in close partnership with the Interim President & CEO, they provide vital support for the executive office through management of the CEO’s schedule and communications, as the organization completes its search for a permanent President & CEO. As designated Board Liaison, they organize and execute all events for the Symphony’s Board of Directors. They support daily and monthly financial processes and ensure HR compliance across the organization, under the supervision of the VP of Finance and HR. This position frequently interacts with patrons, donors, and community partners and frequently handles confidential institutional information.
Primary Responsibilities include, but are not limited to:
Office Management & Team Support (35%)
• Manage daily administrative operations, including security, phone systems, copier, mail, office supply inventory, and parking
• Serve as the technology support liaison for the organization, including the office representative with our IT vendor and software and subscriptions management
• Manage relationships with key vendors and partners, including the office cleaning vendor, and maintenance requests
• Represent the KSO at monthly Epic Center building tenant meetings and relay information to the CEO and staff as appropriate
• Provide on-site support with teammates at Symphony events, including concerts and donor events
• Manage and coordinate the office calendar, including the Master Calendar, staff meetings, office spaces, and office closures
• Other duties as assigned
Executive Office Support (35%)
• Support the day-to-day operations of the Interim President & CEO in scheduling, organization, and communication, as the organization completes the search for a permanent President & CEO
• Optimize the CEO’s professional time through careful planning, coordination, and prioritization, and respond to emails and phone calls on behalf of the CEO
• Attend meetings as the CEO’s proxy, as requested
• Manage CEO expenses and provide expense reports to Finance
• Prepare data and materials to brief the CEO on upcoming meetings and events using CRM database (Tessitura)
• Act as designated staff liaison to the Board of Directors by creating materials and logistics for board and committee meetings;take meeting and publish/disseminate minutes at board, committee, and task force meetings as assigned
• Maintain an active calendar for the board
• Review guest artist and business contracts for appropriate signatures and prepare for processing
• Other duties as assigned or requested by the President & CEO
Finance (20%)
This position works closely with the Vice President of Finance & HR to:
• Enter deposits of credit cards, EFTs, and checks in QuickBooks;prepare check deposit slips
• Report budget activity through specified reports to Vice Presidents as requested
• Accounts Payable: enter invoices, set up new vendors, and prepare weekly checks
• Accounts Receivable: book receivables (invoices, pledges, scheduled payments) in QuickBooks, with attention to month-to-month budget goals.
• Regularly monitor outstanding receivables for collection
• Reconcile monthly box office and credit card fee reports
Human Resources (10%)
• Process hiring paperwork
• Conduct background checks
• File employee records and maintain the confidentiality of staff records
• Support the Vice President of Finance & HR during annual audit and benefits open enrollment periods;process employee benefits changes
• Track and refund orchestra audition deposits
• Assist in the execution of the onboarding and exiting of all KSO office staff and process musician resignations
Key Qualifications
• Bachelor’s degree or beyond
• 4+ years working in an administrative field, non-profit preferred
• Experience with HR policies and managing confidential employee information
• Outstanding interpersonal and organizational skills
• Excellent communication skills, both verbal and written, and comfort in speaking with new people
• Ability to work nights and weekends as needed
• Familiarity and confidence in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Finance experience and familiarity with QuickBooks preferred
• Demonstrate the ability to balance multiple projects, meet deadlines, and communicate effectively in a flexible and fast-paced environment
• Strong customer service ethic
• Diplomacy in handling sensitive and confidential information
• Must have a positive attitude, strong problem-solving skills, be able to work as part of a high-functioning, fast-paced team
• Background in and/or passion for the performing arts is preferred
