Office Assistant - Part-Time chez Seattle Symphony Orchestra Inc

Description

*** Onsite, Part-time, 20 hours/week, Monday-Friday ***

About Seattle Symphony & Benaroya Hall:

The Seattle Symphony unleashes the power of music to bring people together and lift the human spirit. Recognized by NPR as one of the “most vital American orchestras,” the Symphony is celebrated for inventive programming, community-focused initiatives, and an award-winning recording legacy that includes five Grammys and two Emmys. The orchestra performs at Benaroya Hall, its home in the heart of downtown Seattle. Opened in 1998, Benaroya Hall is Seattle’s most-visited performing arts venue, known for its striking architecture, pristine acoustics, and versatile performance spaces: the S. Mark Taper Foundation Auditorium, Illsley Ball Nordstrom Recital Hall, and Octave 9: Raisbeck Music Center.

Behind the scenes, the team that supports this work is small but mighty, a group of dedicated professionals working together to make world-class music and experiences possible for the community.

Position Overview:

The Seattle Symphony is looking for a self-starter who is interested in working in the non-profit arts world. The Office Assistant position supports the general office operations and People & Culture projects. The primary focus of this role is to increase efficiency and process in office operations along with providing reception for guests and visitors of Benaroya Hall. The position will work collaboratively across the organization with high visibility to staff, board members, vendors, musicians and visiting artists. This is an onsite position, Monday through Friday. The ideal candidate will be a team player who exemplifies our values: Excellence, Innovation, Curiosity, Collaboration, Inclusivity, Respect, Integrity, Service.

Essential Job Functions:

· Answer incoming calls, routing calls where needed, and checking messages 

· Greeting all visitors to Benaroya Hall and Symphony Administration Offices, in a friendly and courteous manner, and providing general information

· Replying and forwarding as necessary emails from general information account

· Retrieve and Process incoming and outgoing mail and packages from the local Post Office along with incoming Fedex, UPS, Amazon deliveries

· Order and distribute office and kitchen supplies, responsible for restocking of regular office and mailroom/kitchen supplies

· Ordering/shipping/receiving using office supply accounts: Staples, Amazon, Costco, Stamps.com, Pacific Office Automation, Pitney Bowes. Etc. 

· Maintain the mail room/kitchen and storage areas in neat order

· Assist staff with copier/printer/postage meter instruction and usage

· Assist staff with conference room equipment teleconference equipment and usage

· Project and data input in Asana, ArtsVision, Quickbase 

· Assisting People & Culture department with All Staff Meetings and social events 

· Assist in IT hardware inventory management in coordination with P&C and IT Company

· Assist in the preparation and planning of logistics and materials for meetings and special events

· Coordinate, execute and/or deliver a variety of special projects and other administrative duties as directed by the Director of People & Culture

· Coordinating onboarding and exiting staff materials and office information documents and accounts

· Assisting with People & Culture scheduling as needed

Requirements

Qualifications:

· High School diploma or equivalent; 1-2 years’ experience working in customer service or reception, associate degree preferred 

· Experience in organizing and coordinating office projects and ordering, shipping, and receiving of office supplies

· Strong Microsoft suite experience (Excel, Outlook, Visio, PowerPoint, Teams, Word)

· Asana experience preferred

· Ability to meet deadlines and follow through with project completion

· Excellent customer service skills, including a pleasant and helpful telephone manner

· Ability to communicate effectively with individuals and to handle calmly and efficiently situations ranging from routine to urgent

· Experience in, or knowledge of, non-profit administrative work preferred

Physical Requirements: 

The physical requirements described here must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodation can be provided to enable individuals with disabilities to perform the essential functions.

· The functions of this position are performed primarily in an office environment

· Regular activities include frequent sitting, standing, walking, reaching, and bending

· This position requires frequent pulling, lifting, and climbing stairs 

· Ability to communicate clearly while handling staff inquiries, telephone calls and patron requests

· Specific vision abilities require close visual acuity for viewing a computer screen and reading, preparing, entering and/or analyzing data

· This position requires repetitive motions of the wrists, hands and fingers for typing at a standard keyboard and regular pinching, picking up and holding pencils and other desk tools and office equipment 

· Must have the ability to lift up to 40 pounds as needed

Deadline for applications: Open until filled

The Seattle Symphony values diversity and inclusiveness in the workplace. Individuals who bring diverse backgrounds and perspectives are encouraged to apply. It is our policy to provide equal employment opportunity (EOE) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Seattle Symphony will provide reasonable accommodation for qualified individuals with disabilities.