Administrative Assistant (Events Department)
5 days ago
New Canaan
Job Description Role: Administrative Assistant (Events Department) Reports to: Director of Events, Catering, & Visitor Experience FLSA Status: Hourly, Full Time, Non-Exempt (40 hours) Monday – Friday with flexibility to work night and weekend events. Location: New Canaan, Connecticut Responsibilities: • Provide administrative and logistical support across all phases of event planning, preparation, execution, and breakdown., • Maintain accurate event documentation, including run-of-show materials, BEOs, contracts, vendor lists, schedules, and digital files., • Manage event calendars, timelines, checklists, and registration tracking and related data using internal systems and tools., • Support the Department Director, Event Operations Manager and Event Coordinators with on-site coordination, follow-up, signage, inventory, set up and breakdown and other administrative tasks as needed., • Provide administrative support for vendor, artist, and partner coordination, managing documentation such as W-9s, invoices, and contracts, and ensuring timely follow-up and integration with accounting., • Facilitate clear and timely cross-functional communication among Events, Catering, Visitor Experience, Production, Marketing, and Accounting teams., • Serve as Registration Captain for assigned events as needed, ensuring efficient guest check-in, accurate data capture, and smooth guest flow., • Assist with post-event follow-up, expense tracking, reporting, and documentation to support reconciliation and evaluation., • Support hospitality logistics for artists, speakers, and special guests, including arrangements for transportation, lodging, and other related onsite needs., • Assist with visitor experience operations during peak programs and events., • Support retail operations as needed, including inventory tracking, product movement, restocking, and assistance during peak events or programs., • Identify opportunities to improve workflows and support SOP updates as processes evolve., • Minimum 3 years of professional events, operations, corporate, retail, hospitality or service industry administrative support experience, ideally in a cultural institution with a robust public programming schedule., • Exceptional administrative support skills in a fast-paced environment handling multiple projects and priorities simultaneously with grace and professionalism. Experience with calendar management and scheduling, meeting and event logistics, vendor coordination, travel and accommodation are highly preferred., • Strong interpersonal and communication skills with a confident, customer-focused approach characterized by professionalism, kindness, and approachability., • Proven ability to ensure that all administrative duties are delivered with accuracy, efficiency, high quality and in a timely manner., • Highly detail-oriented with strong organizational and time-management skills., • Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint. Mac skills preferred., • High School Diploma (or Equivalent) Required., • This position requires the ability to perform both administrative and event-based duties in a fast-paced cultural environment, with responsibilities that vary based on program and event needs., • Ability to perform primarily sedentary work, including prolonged periods of sitting and frequent, repetitive use of a computer, keyboard, mouse, and sustained visual focus on digital screens., • Ability to stand, walk, and move throughout the site for extended periods during event preparation, execution, and breakdown., • Visual and auditory acuity sufficient to effectively manage event activities, monitor environments, and communicate with staff, vendors, and guests., • Ability to lift and carry up to 25 pounds, bend, reach, climb stairs, stand and perform other physical movements as required. Grace Farms offers a comprehensive and competitive benefit package that includes tuition reimbursement, a 403(b) retirement benefit with an organization match, along with different medical plans, including dental and vision plan, 100% employer-paid basic life insurance and short-term disability. We encourage our staff to take time-off to rest and recharge and provide PTO, sick, and personal days as well as 11 paid holidays. All staff are welcome to explore the beautiful 80-acres of our preserved land and may take part in any of the numerous public events on-site. About Grace Farms Grace Farms is a cultural and humanitarian center in New Canaan, Connecticut, that brings people together across sectors to explore nature, arts, justice, community, and faith at the SANAA-designed River building and Barns on 80 acres of publicly accessible natural landscape. Since opening in 2015, it has garnered numerous prestigious awards for contributions to architecture, environmental sustainability, and social good and has become a destination for arts, culture, and community. Grace Farms has welcomed 1 million visitors from around the world to experience innovative programming in music, visual and performing arts, while fostering contemplation and connection through architecture and nature. Grace Farms' humanitarian work includes leading the Design for Freedom movement to eliminate forced labor in the building materials supply chain and advancing initiatives to foster more grace and peace locally and globally. This commitment extends to Grace Farms Tea and Coffee, a certified B Corp that models ethical and sustainable sourcing while supporting Design for Freedom. The integration of cultural programming and humanitarian action reflects Grace Farms' collaborative approach to generating new outcomes and meaningful change. Grace Farms is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.