Administrative Coordinator Job Description
The Valley of the Moon Music Festival (VMMF) is seeking a full-time Administrative Coordinator to support the Music and Artistic Directors and oversee all administrative and organizational aspects of the Festival. The Festival is a 501(c)(3) nonprofit organization with a small year-round staff and some additional seasonal staff. The next Administrative Coordinator will play a vital role in helping the organization grow to the next level. This position has strong potential to develop into an Executive Directorship.
The Festival was founded in 2014 by cellist Tanya Tomkins, Artistic Director, and pianist/fortepianist Eric Zivian, Music Director. The inaugural summer Festival was held in 2015. The Festival takes place in Sonoma, California, over three consecutive weekends in July, and specializes in Classical and Romantic chamber music on period instruments. Each year's Festival theme provides an overarching frame for experiencing the three weekends of concerts and events. Dynamic speakers put the music in cultural and historical context in the Blattner Lecture Series. The Festival also promotes and nurtures the careers of emerging artists through its Apprenticeship and Laureate Programs. In addition to the summer festival, the Directors and other Festival musicians perform around the Sonoma Valley and the greater Bay Area, in private house concerts and in series presented by other performing arts organizations.
Administrative Coordinator responsibilities include:
- Manages all Festival timelines for production of annual brochure, poster, and program book; creation of content and messaging for communications and marketing; set-up and launch of ticket sales
- Works closely with the Artistic and Music Directors on scheduling and keeping track of deadlines
- Works with Music Director and Finance Committee to oversee annual budget and manage QuickBooks
- Actively maintains services, subscriptions, memberships, and organization of all Festival materials
Development and database
- Manages gift processing and Little Green Light (LGL) database
- Manages year-end fundraising appeal, including securing and overseeing all vendors (designer, printer, mailhouse), organizing and tracking the appeal in LGL
- Regularly provides fundraising reports to the Development Committee
- Handles application for annual grant from the Sonoma County Board of Supervisors
- Secures wine partners, food donations and other community sponsorships
- Manages Tix and MailChimp databases and periodically syncs patrons between them and LGL
- Actively plans and oversees all festival events, including securing rental items and ABC license; sending invitations and tracking RSVPs for private events; and working closely in coordination with Operations Manager, Box Office Manager, Stage Manager, piano movers, photographer, sound and recording engineers
- Manages Festival volunteers
- Oversees Apprenticeship Program applications
- Sends artist contracts and acts as main contact for gathering photos, bios, and any other necessary materials, and oversees all details concerning artist logistics (travel, transportation, schedules, etc)
- Manages all housing arrangements in Sonoma and facilitates communication between hosts and guests
- Responsible for crafting and sending all informational materials to artists and Apprentices
- Acts as point-person during Festival for musicians’ questions about logistics
Marketing and community engagement
- Serves as a public representative for the Festival in Sonoma and elsewhere as appropriate, inviting partnerships and community collaboration
- Works with Artistic Director to create audio and video promotions and materials
The ideal candidate:
- Is passionate about music, the arts, and the mission of the Festival
- Has experience working in non-profit arts administration, ideally in a management or leadership position
- Has exceptional communication and people skills, and is able to establish and maintain positive relationships with many different individuals and groups
- Has the ability to work independently and be self-motivated, while also working well in a team
- Has a Bachelor’s Degree, ideally in arts administration, music, or business
- Must be highly detail oriented and have strong time management skills
- Must be an excellent writer
- Is a creative thinker and problem solver
- Has excellent critical and analytical thinking skills
- Maintains a calm and positive demeanor under pressure, especially when interacting with members of the public
- Has a high level of proficiency with Microsoft Excel and Word
- Has the interest and ability to quickly learn and master new software and databases, such as Little Green Light, MailChimp, Tix, DocuSign, Google, QuickBooks Online, PayPal, DropBox, and/or existing experience with these programs
- Has experience with data management and gift processing and is familiar with IRS guidelines relating to nonprofits and charitable donations
- Has an interest in helping bring the organization to the next level
- Has interest in developing leadership skills that could grow the position into an Executive Directorship
- Is flexible, open-minded, and thoughtful, and has a good sense of humor
This position is full time, with some overtime hours during the summer festival. Willingness to participate actively year-round in the Festival’s activities and events, including weekdays, evenings, and weekends, is very important.
Approximate compensation $50,000/year, with paid vacation and sick leave. Compensation may increase over time along with the Festival’s budget and depending on the degree of success in the position.
Flexible, but ideally January 2020, with the possibility of starting with part-time hours in December 2019 to train with/take over from current Admin Coordinator.
Please send a cover letter and resume to Tanya Tomkins at firstname.lastname@example.org. Applications accepted until November 8th, but interviews will be scheduled on a rolling basis, so please apply as soon as possible.