Box Office & Administrative Manager
Reports To: Director of Marketing, Technology & Digital
Supervises: Box Office Staff & Volunteers
Key Relationships: Executive Director & Director of Development
PURPOSE OF THE JOB: The main role of this position is to manage the administrative needs of the ASO office and to provide administrative and operational support to the Development, Marketing, Technology and Digital areas. Position reports to the Director of Marketing, Technology & Digital and works in close collaboration with the Director of Development.
Compensation: $40,000 to $50,000 annual salary commensurate with qualifications and experience. The Annapolis Symphony offers a competitive benefits package to its employees, including health, dental, vision, and life insurance; sick days and paid annual vacation.
Location: Annapolis, Maryland.
- Assist in managing and executing season & event building, subscription renewals, and acquisition campaigns.
- Prepare and present weekly, monthly, and comparative sales reports for all ticketed events.
- Ensure internal Box Office documentation is up to date and available for Symphony staff to reference.
- Continually deepen knowledge of Box Office systems and administration, Patron Manager system upgrades.
- Step in when needed to process transactions via all sales channels (incoming phone calls, ticket windows, mail, and email/internet).
- Provide assistance that is beyond that of the front-line staff to help patrons, event personnel, and ASO staff. This includes addressing customer service escalations, troubleshooting technical issues, and other related tasks.
Ticketing and Digital Systems Management:
- Assist in building and managing inventory in the system for sale based on contracts and budgets.
- Work closely with relevant staff outside the Box Office to ensure accurate online information/sales functionality.
- Work with staff, internally and externally, to have the correct discounts and offers built into price charts and calendars on the shows to support promotional initiatives such as pre-sales, VIP sections, consignment, student or senior tickets, password-protected discounts, etc.
- Generate and deliver sales reporting to internal and external stakeholders to track ticket sales.
- Work with relevant staff to develop and administer workflows for “season ticketing” or packaging or promotional initiatives.
- Ensure effective implementation of retail sales reconciliation methods and best practice for sales channels.
- Ensure all “night of show” duties are completed, including providing necessary documentation for show settlements and communicating potential issues to house staff.
Work closely with the Director of Development to:
- Ensure that the annual development plan is executed correctly.
- Ensure annual memberships and other donations are processed accurately.
- Send timely and accurate acknowledgement / thank-you letters to patrons, sponsors, volunteers, and other patrons as needed.
- Assist in the implementation of solicitation campaigns, including direct mail, digital and special events.
- Make sure that benefits to patrons are delivered and implemented in a timely and accurate fashion.
- Generate monthly reports.
- Monitor actual expenses of the Development department to ensure accurate execution according to approved budget.
Office Management & Finance
- Manage and coordinate daily administrative activities of the ASO office.
- Work closely with the Accounting service provider to ensure that accurate books are maintained at all times.
- Monitor expenditures in accordance with the approved budget and produce monthly financial statements.
- Assist the Director of Marketing and the Director of Development in the tracking and reporting of financial transactions, including preparing financial information and reports for Board meetings.
- Maintain the Symphony’s credit card payment processing systems and ensure all systems are compliant with rules and regulations governing them.
- Help coordinate with auditor and accountant to supply all requested audit items.
Other: Other duties as specified by the Director of Marketing, Technology & Digital or Executive Director.
- Bachelor’s degree or equivalent in marketing, communications, arts administration or arts management or other relevant field.
- Minimum of three years’ experience as a Box Office Manager or Assist. Manager required at a venue with professional acts, detailed show contracts, and a donor/subscriber base.
- Management Experience with CRM/Ticketing platform; Patron Manager preferred.
- Proficiency in Excel required, experience with collaborative project management software desired.
- Attention to detail and initiative to continually think creatively about ways to build patron loyalty and engagement
- Ability and willingness to learn new software and skills
- Ability to keep calm, productive, and pleasant in a job that requires attention to several different operations simultaneously.
- Strong organizational and project management skills with an ability to be detail oriented and can successfully manage competing priorities in an effective manner.
- Experience and aptitude for accurate and precise data entry.
- Proficiency with Microsoft Office products, especially Outlook, Word, and Excel
- Ability to learn and use new software and tools
- Excellent verbal and written communication skills
Additional Qualifications Desired or Helpful:
- Experience with Patron Manager / Salesforce, or other CRM databases
- Knowledge of and passion for classical music
- Experience with QuickBooks
- Experience with project management and project management software
- Experience with Adobe Creative Cloud Suite (InDesign, Photoshop, Illustrator) Website development and/or maintenance skills (WordPress, Squarespace etc.)
- Web development skills
- Social media proficiency
- Experience and aptitude for event logistics and special events
WORK SCHEDULE: This is a salaried, full time position managing operations that are open beyond normal office hours. Ensuring all shifts are covered and have appropriate levels of managerial oversight might require evening or weekend hours for more complicated events or busier times of year. Attendance is sometimes required at corporation meetings and significant public events of the orchestra.
CLASSIFICATION: Regular, Full-Time, Salaried (Exempt).
About the Annapolis Symphony Orchestra
The Annapolis Symphony Orchestra is a successful and growing nonprofit organization based in Anne Arundel County, Maryland. Founded in 1962, it is a fully-professional orchestra with approximately 24 performances each year. The Annapolis Symphony Orchestra is a not-for-profit, tax exempt Maryland corporation with offices in the Maryland Hall for the Creative Arts 801 Chase Street, Suite 204, Annapolis, MD 21401
The core of the season is five Masterworks concerts (Friday and Saturday) and a new series of concerts at the Strathmore Music Center in North Bethesda is in the works for 2022. In addition to the Masterworks season, the orchestra launched a highly successful streaming program through SymphonyPlus.org during the pandemic with performances without live audiences. The ASO also presents two Pops concerts, five concerts for schoolchildren and families, and several collaborative performances with the Annapolis Opera, the US Naval Academy Glee Clubs, and other local organizations. Beginning in the fall of 2021 the ASO celebrates its 60th Anniversary season and José-Luis Novo, the longest serving Music Director of the Symphony, begins his 18th season.