Administrative Assistant/Customer Service Representative

Knoxville Symphony Orchestra

Knoxville, TN

Work Location: In-office

Symphonic

Website knoxsymphony Knoxville Symphony Orchestra

The Administrative Assistant/Customer Service Representative works as one of three staff members in the Box Office. The Representative coordinates all Board Meetings as well as fulfilling clerical support for the CEO and the Music Director. This position also assists in handling ticket sales and reception duties for the KSO.

REPORTS TO: Chief Executive Officer (CEO)/Director of Finance

STATUS: Part-time; non-exempt with some required evening and weekend hours. Regular work days would be 3 to 4 days a week – Monday, Tuesday, Thursday, Friday.

APPLY: Please send a resume to Director of Finance Ryan Rodriguez at rrodriguez@knoxvillesymphony.com.

SPECIFIC RESPONSIBILITIES:

Administrative Support:
● Provide administrative support for the CEO and Music Director by scheduling meetings, setting up meeting spaces & related technology, sending invites, preparing correspondence, maintaining Music Director Calendar, filing and other support as requested.
● Prepare and mail all documentation pertaining to committee and board meetings; transcribe board minutes and maintain board database.
● Schedules all board meetings and manage all correspondence between office and board / committee members.
● Responsible for taking reservations for board meetings.
● Schedule the use of the conference room.
● Take notes at staff meetings, making a record of the conversations for reference.
● Perform other duties as apparent and assigned.

Reception:
● Answering calls, greeting/hosting patrons and visitors to the KSO office in a welcoming manner.
● Retrieving mail from the post office and distributing incoming mail. Posting and ensuring that outgoing mail is delivered to the mailbox at the end of the day.
● Responsible for maintaining a neat and orderly appearance in the reception area of the KSO office.
● Issue vouchers and maintain records of all charitable ticket donations and purchased gift certificates.
● Order and maintain all office supplies including toner, paper, stationery, mail supplies, etc. Ensure office equipment, copiers/printers, postage meter, other office equipment is supplied and maintained.

Ticket Sales:
● Assist the Box Office with a high level of customer service in selling single tickets and season subscriptions and processing exchanges in the Ticketmaster System.
● Assist the Box Office, ensuring that all ticketing and reservation transactions are processed and printed appropriately.
● Assisting with Group Sales, working with returning groups and seeking new groups.
● Strives to satisfy all Season Ticket and Single sale customer seating issues and works with subscribers through the subscription sales process, developing a high level of customer satisfaction and loyalty.
● Responsible for attending concerts to sell tickets and assist patrons at the events. Events are lunch time, evenings, and weekends on a rotation with the other Box Office personnel.
● Participate in other concert–related sales and service activities (i.e., subscription sales tables, CD sales).
● Assist in maintaining all files pertaining to subscribers, single ticket sales, and exchanges.
● Work six (6) Wednesdays per year to provide office support on Q Series concert days.

QUALIFICATIONS:

Excellent customer service skills
Strong communications skills
Strong organizational skills
Ability to prioritize and multi-task
Desire to work in a fast-paced, customer-focused environment
Computer experience with Microsoft Word, Excel, and general database programs.
Ticketing experience a plus
Some evenings and weekends required
Lift up to 50 pounds

To apply for this job email your details to rrodriguez@knoxvillesymphony.com