Administrative Assistant/Receptionist (Heindl Center for the Performing Arts)

Northwest Mississippi Community College•Senatobia, MS

1d•Onsite

About The Position

The Administrative Assistant for the Heindl Center for the Performing Arts provides administrative and operational support for daily activities and events, working closely with the Director and Assistant Director to ensure effective event coordination, office operations, and customer service. This role requires availability for scheduled events, including evenings and weekends. The Administrative Assistant serves as a public-facing representative of the Heindl Center and interacts regularly with patrons, students, faculty, staff, and guests. The ideal candidate demonstrates professionalism, dependability, strong communication skills, attention to detail, and a commitment to providing a welcoming experience while upholding organizational policies and procedures. Prior administrative and customer service experience is required. This position includes health insurance benefits, and participation in PERS is mandatory.

Requirements

Associate’s degree OR a combination of education and experience that demonstrates the ability to perform the duties and responsibilities of the position
2+ years of experience as an Administrative Assistant or in a similar role supporting multiple individuals in a fast-paced environment with competing priorities
1+ year of customer service experience, including processing POS transactions
Strong attention to detail with the ability to self-check and correct errors
Initiative to complete assigned tasks and routine duties without constant prompting or reminders
Ability to independently use available resources and problem-solving skills to understand unfamiliar tasks before seeking assistance
Strong organizational and time management skills with the ability to prioritize tasks, meet deadlines, and work efficiently under limited supervision
Excellent customer service skills and professional communication abilities (verbal, written, and group settings)
Strong analytical and critical-thinking skills
Ability to remain calm under pressure and communicate effectively when workload is overwhelming
Proven ability to work both independently and as part of a team
Proficiency with Microsoft Outlook (email and calendar), PowerPoint, Word, internet browsers, and standard office equipment
Comfortable working a part-time schedule (minimum 23.5 hours per week and typically less than 30 hours), with flexibility to work assigned afternoon shifts
Demonstrated interest and enthusiasm for the venue and willingness to learn all aspects of the role
Ability to perform a mix of active, physical support tasks and routine office/administrative duties
Self-motivated with the ability to read, understand, and clearly communicate written policies and procedures
Tech-savvy with the ability to quickly learn new software systems and complex platforms
Strong communication skills with confidence speaking to groups and providing direction to others when needed
Proactive approach to anticipating needs and collaborating effectively with colleagues
Initiative to identify opportunities for process improvement and contribute to more efficient workflows

Nice To Haves

Bachelor’s degree in a related field
Experience working in education or performing arts venue
Experience working with volunteers or managing groups
Familiarity with SignUp Genius and Google Drive

Responsibilities

Serve as receptionist for the Heindl Center administrative offices, assisting faculty, staff, students, and the general public
Respond to phone calls and email inquiries and ensure timely follow-up actions
Provide routine administrative support to the Director and Assistant Director
Purchase, distribute, and replenish office supplies and submit receipts in a timely manner
Retrieve, sort, and distribute mail and packages
Maintain clean, organized, and welcoming office and shared spaces
Assist with box office operations under the guidance of the Assistant Director
Serve as ticketing agent during box office hours, including planned coverage and urgent staffing needs
Answer phones, greet patrons and visitors, and process in-person and phone ticket sales
Balance cash and check transactions and complete routine deposits
Provide accurate event and ticketing information and assist patrons with policies and procedures
Operate ticketing systems to process sales and generate reports
Stay informed on ticketing policies, procedures, and event updates
Maintain cleanliness, organization, and accurate postings in the box office
Coordinate hospitality needs for events, including catering, shopping, preparation, transportation, and backstage setup
Perform event setup, breakdown, and housekeeping tasks (e.g., arranging furniture, moving equipment, signage placement, and space reset)
Support front-of-house (FOH) operations, including preparing materials, coordinating volunteers, and leading pre-show meetings
Train and supervise volunteers and ensure proper event staffing
Independently support FOH operations during events, including managing volunteers and assisting patrons
Lead designated FOH responsibilities in the absence of the Assistant Director
Communicate regularly with Heindl Center staff and relevant institutional personnel
Attend scheduled team meetings
Maintain confidentiality regarding internal operations, ticket sales, and visiting performers
Perform other duties as assigned by the Director or Assistant Director