Position Summary:

The Executive Assistant is responsible for executing the administrative functions of the Carolinas Concert Association (CCA) and providing assistance and support, as needed, to the Executive Director and the President of CCA.

Responsibilities:

Administration:

• Maintain computerized records

• Assist Executive Director with correspondence

• Maintain hard copy records and files

• Maintain confidentiality of all records and CCA information as required by the Board of Directors and state and federal law

• Provide telephone reception functions

• Provide clerical office support as assigned by the Executive Director

• Pick up and process mail

• Schedule and assist photographer at CCA events

• Deliver brochures to bookstores, music stores, real estate agencies, Performing Arts Center, etc.

• Under the supervision of the Executive Director, process and post all financial transactions to the financial records and prepare financial reports as required

• Maintain office supplies

• Assist with preparation of the Playbill and inserts

• Assist with the mailing of press releases

Ticket Sales:

• Take orders for and keep records of season subscriptions and single ticket, including: maintenance of waiting lists, seat assignments, and mailing tickets

• Process checks received and credit card receipts

• Process student ticket orders

• Maintain ticket sales databases

• Support box office functions at each concert performance

• Provide customer service

• Work with the PAC box office on season and single ticket sales

• Provide orientation to the PAC box office staff prior to each scheduled concert

• Serve as the on-site CCA liaison in the PAC box office on concert event days

Fund Raising:

• Maintain databases of contributors and supporters, including Crown Society, as well as records of contributions and gifts from all sources

• Process checks received and credit card receipts

• Assist with the preparation of correspondence to acknowledge gifts and thank contributors

• Assist with the preparation of development packets and fundraising correspondence

Education Programs:

• Assist with the implementation and promotion of CCA’s programs with schools in conjunction with the Executive Director and the Education Committee

• Coordinate subsidized ticket program with public and private schools

• Maintain records with regard to school programs, ticket donations and contact persons at schools

• Assist with correspondence to teachers

• Maintain relationships with area schools and personnel

Administrative Support to President and Board Committees:

• Support President and committee chairs, as needed, with correspondence, meeting materials, and reports

• Maintain master list of Board member’s contact information and committee assignments

• Schedule meeting spaces as requested

Special Events:

• Assist committees with fund raising and audience development special events including Crown Society functions, annual Gala, pre and post performance events and other special events

• Assist with associated mailings

• Handle RSVP’s and maintain records as requested

• Prepare nametags

• Process checks received and credit card receipts

• Serve as CCA’s liaison to the Young Associates

Artist Booking and Performance Support:

• Assist, as needed, the Executive Director and the Booking Director in securing artists and preparing information for the Artist Selection Committee

• Assist with the booking of venues

• Assist the Executive Director and Booking Director with concert logistics and all details for concert productions (includes concert hospitality)