Administrative Coordinator | Grant Park Music Festival

The Grant Park Music Festival (the Festival) in Chicago, Illinois seeks a full-time Administrative Coordinator. The Festival’s Administrative Coordinator has a diverse portfolio of responsibilities, including office and technology management, bookkeeping tasks, and calendar management for the President & CEO.

The Administrative Coordinator will join the Festival's hard-working, collaborative team of 15 year-round staff who are dedicated to enriching lives through the power of music. The Administrator reports to the Festival’s Chief Financial Officer and regularly works with the President & CEO. The Administrative Coordinator is considered our “hub in the wheel” and plays a key part in the Festival’s success.

We seek applicants who are proactive and resourceful, who have a keen eye for details, are accountable and organized, and who are interested in contributing to the Festival’s mission.

SELECT DUTIES AND RESPONSIBILITIES

• Serve as liaison to building management, security, and maintenance staff; work proactively to maintain the smooth functioning of the Festival office environment.
• Provide proactive management, support, and training on computer hardware, software tools, cloud files (SharePoint & OneDrive), shared office technology/equipment, including networked copiers, printers, and phone system.
• Coordinate supply and equipment requests, research and make purchases, track and organize inventory, and manage shared office equipment; manage third floor storage room and off-site storage facility.
• Answer the telephone, provide information to callers, and direct calls to appropriate department/staffer.
• Manage CEO calendar, meetings, and appointments, including: scheduling, coordinating resources and materials, making restaurant reservations, taking notes as requested.
• Assist with preparations for board and committee meetings, including scheduling, reminders, preparing meeting materials, room setup, and taking notes/minutes.
• Assist with Accounts Payable processes, including QuickBooks entries, credit card reconciliation and receipt collection.
• Assist with planning and management of all-staff events, including lunches, social events, professional development sessions, retreats, and meetings.

CANDIDATE QUALIFICATIONS

• Minimum two years of experience supporting senior staff at C-suite level.
• Minimum one year managing operations in a mid-size office (15 – 25 staff members).
• Demonstrated expertise in Microsoft 365 suite of products (including SharePoint and OneDrive); previous office technology management and troubleshooting experience.
• Previous QuickBooks experience a plus.
• Strong communicator with excellent attention to detail, time-management skills, and the ability to handle confidential information with discretion.
• Proactive, organized, and resourceful with a keen eye for details.
• Demonstrated ability to quickly reset after interruptions and work efficiently and effectively in a busy environment.
• Don’t fit all of the qualifications listed above, but feel passionate about the position? Please apply anyway! We are eager to work with enthusiastic and ambitious people. You may be just the right fit for this role.  

COMPENSATION & BENEFITS

• $25 - $28 per hour, commensurate with experience. This position is non-exempt.
• Competitive annual benefits package includes up to ten days paid vacation, ten paid holidays, at least three paid personal days, and a minimum of 11 paid sick days; employee and dependent health insurance (Six BCBS plan options; 75% employer paid); dental and vision insurance (25% employer paid); life insurance (100% employer paid); 403(b) retirement plan with 3.75% employer matching contribution after one year of employment.
• Complimentary premier seating at Festival performances, steeply discounted staff parking at the Millennium Park Garage, opportunities for free/discounted tickets to partner performances/shows at venues across Chicago.

SCHEDULE & WORK LOCATION

• In-office at 205 E Randolph St in Chicago.
• Approximately 30 hours per week, Monday - Thursday for 42 weeks per year.
• For the ten-week Festival season (June 11 - August 16 in 2025), the work schedule will adjust to 40 hours per week, Monday - Friday.
• Overtime (hours worked in excess of forty per week) is expected to be rare and would be paid at time and a half.
• Typical work day is 9am - 5:30pm.
• Organizational meetings/events are occasionally held in the evenings (approx. ten times per year); the Administrative Coordinator's schedule will be adjusted to accommodate any evening hours worked.
• Start Date: As soon as possible.

ABOUT THE FESTIVAL

For more than 90 years, the Grant Park Music Festival has been Chicago's summer musical sensation, demonstrating that classical music performed by a world-class orchestra and chorus can have a transformative impact on the city. Showcased in the city's most spectacular setting, the Festival continues to be the summer gathering place for all of Chicago. The Jay Pritzker Pavilion in Millennium Park is the official home of the Grant Park Music Festival, with free seats available for every concert.

The Festival strives to create a workplace that reflects the diversity of our city and the audiences we serve. People of all backgrounds and experiences, and especially those that have been historically underrepresented in the field, are encouraged to apply for open positions at the Festival. Read more about our commitment to Diversity, Equity, Inclusion and Belonging HERE.

The Association provides equal employment opportunities to all employees and applicants without regard to actual or perceived race (including traits associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, sex, religion, national origin, ancestry, age, pregnancy (including childbirth, or medical or common conditions related to pregnancy or childbirth), genetic information, marital status, familial/parental status, disability (physical and mental), military status, veteran status, sexual orientation, gender, gender identity and expression, citizenship or immigration status, unfavorable discharge from military service, order of protection status, credit history, arrest record, conviction record, and any other classification/characteristic protected by applicable federal, state or local law.

The Festival is led by Artistic Director and Principal Conductor Giancarlo Guerrero, Chorus Director Christopher Bell, Grant Park Orchestral Association President and CEO Paul Winberg, and Board Chair Adam Grais.

For more information on the Grant Park Music Festival, please visit our website: gpmf.org.