Congo Square Marketplace Administrative Assistant - New Orleans Jazz & Heritage Festival

Seasonal Work Dates: November 1, 2024 - May 30, 2025 (Part-time November)

POSITION SUMMARY:

Provide overall administrative support and office management for the Congo Square Coordinator. Complete application data entry, prepare office supply orders, organize Congo Square office, maintain departmental filing system, serve as artist/vendor liaison, assist in move to Fair Grounds and set up of on-site office, perform on-site production duties and post production wrap-up.

ESSENTIAL FUNCTIONS:

• Perform job duties under direction of the Congo Square Coordinator.
• Perform general office duties - answering and screening telephone calls and retrieving voicemail messages; maintain an organized departmental filing system; prepare correspondence, memos, and other departmental documents.
• Attend Fair Department, Crafts, and overall Festival meetings, and complete training, as required.
• Responsible for completing data entry and generating reports in Google, Word, PowerPoint, and Excel.
• Respond to the public’s request for information on application procedures and deadlines.  
• Meet regularly with the CSAM Coordinator.
• Assist with annual Crafts workshops on a needed basis.
• Under CSAM Coordinator’s supervision, prepare updated drafts of credential packets and notification mailings.  Submit acceptance packet draft and notification correspondence draft to Crafts Administration for processing of review and approval.
• Assist with the overall jury process (administrative paperwork, organization and reclassification of applications, processing of jurors, and jury run through).
• Assist CSAM Coordinator with artist’s tent layout.
• Submit all check requests and purchase orders to the Crafts Administrative Manager for processing of review and approval. 
• Along with Crafts Administrator, organize, assemble and disburse approved notifications and packet information. 
• Responsible for reconciling contract, booth fees, and insurance reports with the Fair Finance Director.
• Prepare and submit to Crafts Administrative Manager, Congo Square program book copy, on-site jury books, nametags, artist book and newsletter for review and approval.
• Organize packing and moving to Fair Grounds; inventory office supplies and equipment moved on-site.
• Assist Coordinator with supervising CSAM event staff and volunteers
• Greet craft vendors at the Fair Grounds and assist in load-in and load-out procedures.  
• Supervise photo documentation of the area during the festival. 
• Communicate artist/vendor requests to Congo Square Coordinator.
• Assist in on-site enforcement of festival rules and crafts agreement.
• Assist Coordinator in circulating through tents to determine that crafts items meet Festival requirements.
• Promptly report any contract violations and/or prohibited vendors activity to Congo Square Coordinator.
• Assist Congo Square Coordinator in post production, return to Canal Place Office, and Festival wrap-up.
• Annual update of CSAM rolodex, list all applicant information (including application and acceptance years).
• Send notifications of non-compliance to those artists/vendors who have not completed gross sales reports and/or evaluations.
• Submit all final reports to the Crafts Administrator for review.

OTHER REQUIREMENTS

• Using the Absentee Request Form, it is the responsibility of each employee and their supervisor to accurately report their absences to the Human Resources Office Office.
• Any document, computer program, design, or other intellectual property created for the Jazz Festival belongs to the Jazz Festival and must be given to the Festival through your supervisor or department head at the end of each production year or upon request.
• Complete all required feedback forms and assist in Final Report preparation.
• Must maintain confidentiality regarding sensitive issues.
• Performs other work-related duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

High School Graduate, some college education preferred.  Proficient computer skills with knowledge of Google Workspace and Microsoft Office (especially Word, Excel, PowerPoint, and some Publisher).  Prefer 45 wpm typing ability.  Ability to deal in a professional manner on telephone and in person, ability to complete assignments in a timely and organized manner.   Excellent writing and organizational skills.  Special event experience and knowledge of African Diaspora art and crafts.  Ability to lift forty pounds and stand for extended periods of time.  Endurance for long hours in an active, stressful production setting with the ability to work outdoors in all weather conditions. 

Since 1970, the New Orleans Jazz & Heritage Festival presented by Shell has annually celebrated the unique culture and heritage of New Orleans and Louisiana, alongside unforgettable special guest performances by the musical icons of our era and performances by nationally and internationally renowned artists. Jazz Fest features one of the world’s most diverse music festival lineups with over 650 bands on fourteen stages performing virtually every style of music plus an extensive food fair, hundreds of artisans, second line parades and much more. Spread out over two long weekends in late April and early May, Jazz Fest takes place at the New Orleans Fair Grounds Race Track, located just minutes from the French Quarter.
Apply to be part of the Jazz Fest Team that annually welcomes almost 500,000 people to the Festival. Happy Jazz Fest!

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