Administrative Coordinator

About the Organization

The International Society for the Performing Arts (ISPA) is an international membership association dedicated to enhancing the interaction and exchange for cultural leaders in a global context.  Our 350 members represent all aspects of the performing arts in more than 50 countries.  ISPA has been operating as a not-for-profit for more than 60 years.

Employment Description

Reporting to the Chief Executive Officer (CEO), the Administrative Coordinator is responsible for the smooth operations of the office and providing support services to the CEO as well as the Membership and Administration Manager (MAM).  The incumbent will also respond to inquiries from the public and membership and be responsible for reception in the office.  A major role will include support services on ISPA’s annual New York Congress including processing registrations, responding to enquiries and supporting the MAM in realizing a successful Congress.  Specific responsibilities will include:

Support ISPA Membership
ISPA has a diverse membership of 350 individuals representing some 50 different nations.  Ongoing and effective communications with this membership is a critical aspect of this position.

• Respond to member inquires
• Update the ISPA database

Event Support
ISPA holds an annual Congress in January in New York and an international Congress in June (2011-Toronto).  Working with the MAM, this position provides important support to the Congresses:

• Update the registration database, produce registration materials and on-site support of the registration process
• Support for the effective administration of the Pitch New Works Program
• Coordination and on-site management of Silent Auction and Challenge
• Pre-congress liaison and on-site management of the ProEx participants
• Coordinate the collection of photographs and biographies for the production of the program
• Respond to special needs for Congress attendees as well as speakers and guests

CEO Support
Ongoing support to the CEO is an important element of the position.  Responsibilities include:

• Liaise and provide support to the board of directors and committees including creating and distributing meeting minutes
• Preparing meeting materials
• Maintain CEO schedule
• Make travel arrangements as necessary

Administration
ISPA’s offices in Manhattan support a small staff of two part-time and two full-time positions in a shared environment.  The responsibilities include:

• Reception including answering telephones, greeting guests in a shared reception environment
• Sorting and delivering mail and deliveries
• Provide support services to members visiting ISPA offices
• Other duties as assigned

Requisite Skills

• A diploma or related university degree
• Two years experience in this or a related role
• A demonstrated appreciation and knowledge of the performing arts in a global environment
• Attention to detail, well organized and efficient
• Work well in a team environment where a very small staff are responsible for a variety of tasks and initiatives
• Ability to work on many initiatives for different groups at the same time
• Good verbal and written communications skills
• Facility with Microsoft Office programs (including Microsoft Access)
• A second language is a definite asset

Terms: Full-Time, not-for-profit competitive salary range plus benefits, travel may be required

Start Date: September 2010

Location: Manhattan

The application deadline is Friday, July 29, 2010.  ISPA thanks, in advance, all applicants but only those considered for an interview will be contacted.  ISPA welcomes applications from all qualified candidates.  No phone calls or emails please.  Please submit a letter of application including salary expectations and resume to:

David Baile
Chief Executive Officer
International Society for the Performing Arts
305 7th Avenue, 5th Floor
New York, NY 10001

or by email to dbaile@ispa.org and indicate Administrative Coordinator in the subject line.