OFFICE MANAGER/ CONCERT SUPPORT PERSON

The Mainstay, founded in 1997, is a non-profit 120-seat live music venue dedicated to presenting a calendar of high quality, year-round professional concert events to our neighbors along the Eastern Shore of Maryland, and our growing list of friends from the circumference around Baltimore, Annapolis, Washington D.C., Wilmington, and Philadelphia. 

With our live music presentations nearly every week, the Mainstay does its best to satisfy the diverse tastes of our loyal audiences with jazz, bluegrass, folk music, blues, Gospel, Celtic, Zydeco, soul music, classical, and world music.

Job Details

• 3/4-time

• $22.50/hour start-up (approximate 28 hrs./week)

• Tuesday through Friday Office Hours

• Occasional Evenings and Weekends as needed

• Mainstayrockhall.org

Essential Duties and Responsibilities

Office Duties;

1. Provide office hours coverage each week (Tuesday through Friday, 11 – 4)
2. Regularly review office inventory and order/ purchase what’s needed
3. Answer emails and phone messages. Address questions/ issues/ complaints promptly (in person, by phone, or email)
4. Ensure telephone message is pertinent on a weekly basis
5. Regularly update email list with info collected from concerts
6. Visit Post Office daily to collect mail, buy stamps as needed. Review all mail. Forward bills payable to Bookkeeper. 
7. Filekeeping
8. Make scheduling arrangements to receive deliveries during weekday office hours. Stack/ store delivered inventory in appropriate locations
9. Handle inquiries for facility rentals (other non-profit programs, memorial celebrations). Opening and closing duties on date of the event may be required
10. Sign checks for payouts and approved purchases
11. Sign checks for deposit, bring to the bank when requested, order deposit slips when necessary
12. General clerical duties include data entry for donations (Donor Perfect) and adding/ retrieving email contacts (Constant Contact).
13. Produce/ sign/ mail timely donor acknowledgment letters (goal: within 72 hours)
14. Handle ticket sales during regular business hours via phone or in person 
15. Send out monthly schedule of events to our list of on-air/on-line/print schedules of upcoming events
16. Attend monthly after-work Board meeting and deliver a monthly summary report

Property Management:

1. Schedule regular facility needs such as housecleaning, lawn mowing, snow removal, piano tuning (as requested by Artistic Manager). Contact appropriate service providers for repairs. 
2. Attend to all small/ immediate property repairs
3. Collect rent from tenant and respond to any of his concerns
4. Personally address all small/ immediate property repairs
5. Arrange for repair or new addition work as needed or as specified by the Board (HVAC, carpentry, painting, paving, electric, equipment). Collect estimates, schedule work, pay contractors
6. Be available for periodic daytime inspections (quarterly Liquor Board visit, fire extinguishers, HVAC, insurance audit). Obtain TIPS certification

Development:

1. Share grant writing assignments and follow up reports 
2. Assist with annual fundraising efforts, special events (notably the annual GALA), as needed
3. Prepare and execute direct mail appeals and other correspondence
4. Learn Post Office protocols for bulk mailings
5. Assist with preparing fundraising print pieces and collateral materials

Concert Support:

1. Occasionally act as House Manager for concerts in the absence of the Artistic Director (typically one or two weekend nights/afternoons per month)
2. Rearrange theater seating if directed by Artistic Director
3. Final pre-concert inspection of Green Room for performers and theater/ bar space (waste baskets emptied, no dishes in sink, bathrooms are stocked, refrigerator stocked with bottled water
4. Shop for hospitality snacks for artists. Set out neatly in the Green Room prior to artist arrival
5. Bring telephone reservation sheet downstairs for box office volunteer
6. Meet visiting artists/performers in the concert space at pre-arranged time (usually 5 PM). Explain the evening’s schedule in terms of set-up, sound check, number and length of sets, when the house opens to patrons, show time. 
7. Pay the artists as instructed by the Artistic Director
8. Quick inspection of the room post-concert. Closing duties at the end of the night.

Experience/ Skills/ Requirements

1. Preferably two years’ experience working for a performing arts or non-profit organization
2. Excellent interpersonal skills
3. Proficiency in Microsoft Office Suite, Google Suite. Willing to train on Donor Perfect, Constant Contact, Quickbooks
4. Excellent written and verbal communication skills
5. Availability to work weekends and evenings as needed
6. Experience in writing grants, preferably in the areas of arts and culture, community development
7. Able to occasionally lift objects up to 15 lbs.
8. Graphic art skills are a big plus

PLEASE SEND A CURRENT RESUME AND COVER LETTER TO:

The Mainstay

P.O. Box 238

Rock Hall, MD

or by email to: 

[email protected]

Those invited to interview will be asked for references.