People & Administrative Specialist

This role is based in the Greater Minneapolis/St. Paul Metro Area. The person must be based locally and no relocation assistance will be provided.

POSITION SUMMARY

The People & Administrative Specialist embodies the inviting spirit and steadfast professionalism of our organization, serving as the primary face and voice for every visitor and client. This pivotal role is responsible for ensuring that all interactions are infused with exceptional hospitality, setting the stage for an unforgettable guest experience. As the anchor of our front desk operations, the Specialist manages a broad range of administrative tasks, delivers outstanding customer service, and provides vital support across multiple departments, including crucial assistance to the People & Culture Department. Key responsibilities include greeting visitors, managing communications, preparing important documents, coordinating office activities, and fostering client relationships. By maintaining a seamless and efficient office operation and upholding the highest standards of service and professionalism, the People & Administrative Specialist plays a central role in enhancing our organizational effectiveness and maintaining a positive, professional environment for both guests and staff.

RESPONSIBILITIES

Administrative Excellence (25%)

• Diligently prepare documents, reports, and presentations, focusing on attention to detail to enhance the organization’s operational efficiency
• Oversee the management of office supplies inventory, placing timely orders to ensure the uninterrupted functionality of office operations
• Collaborate closely with the Organizational Projects & Board Affairs Manager to plan and execute meetings effectively, including scheduling, securing meeting spaces, and preparing requisite materials
• Efficiently manage all aspects of mail and package handling, ensuring timely distribution and organization
• Execute additional responsibilities as needed to support departmental objectives and organizational goals.

Visitor and Client Reception (25%)

• Extend a warm and professional welcome to all visitors, ensuring they receive a positive first impression of the organization
• Efficiently manage the visitor sign-in process and provide clear guidance to guests, facilitating their smooth transition to their intended destinations whether in the office or one of the theatres or event center

Support to the People & Culture Department (20%)

• Offer administrative support to the People & Culture Department by handling HR-related documentation, coordinating employee communications, and supporting event logistics
• Facilitate the recruitment process by scheduling interviews, providing a welcoming environment for candidates, and preparing necessary interview materials
• Contribute to the organization of People & Culture events and training sessions, which are crucial in fostering a positive work culture and enhancing employee engagement

Communication and Customer Service Management (20%)

• Promptly and accurately handle incoming communications via calls, emails, and other channels, ensuring that all inquiries are resolved effectively
• Maintain and update contact lists and directories to ensure smooth and precise communication across the organization
• Foster improved cooperation among clients, staff, and external partners through proactive and facilitated communications, thereby strengthening professional relationships and service quality

Office Coordination (10%)

• Maintain the front desk and reception areas in a clean and professional manner, reflecting the organization’s high standards
• Manage the maintenance and functionality of office equipment, coordinating necessary repairs and updates to minimize downtime
• Act as a point of contact for the main office to property management and relaying information to the Chief Operations Officer (COO)

QUALIFICATIONS

• Associate’s degree or higher in Business Administration, Human Resources, Arts Administration, or a related field preferred
• Minimum of two years of experience in administrative support, customer service, or a similar role, preferably in a non-profit or arts-related organization
• Proven experience in managing front desk operations, including handling visitor reception, telephone communications, and administrative tasks
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
• Strong interpersonal skills to interact positively with visitors, staff, and external partners
• Demonstrated commitment to delivering high levels of customer service and enhancing guest experiences
• Ability to anticipate the needs of the organization and its visitors, providing proactive solutions to meet those needs
• Strong organizational and time management skills with a proven ability to manage multiple tasks and priorities efficiently
• Ability to handle sensitive information with integrity and confidentiality
• Detail-oriented with a knack for maintaining accuracy in all administrative and documentation tasks
• Sensitivity and adaptability to cultural differences and various social and professional settings
• Professional demeanor with a proactive and positive approach to work
• Capability to work independently as well as part of a team