ADMINISTRATIVE COORDINATOR

Job Description

Job Description

Reports To - Project Manager

Direct Reports - N/A

Status - Regular Full-Time Exempt

Location - On-site at the Hobby Center campus in downtown Houston, TX

Schedule - General business hours with occasional evenings and weekends

OVERVIEW

The Administrative Coordinator serves as the primary point of contact for the office at the front desk of the administrative suite and provides essential support to ensure daily office operations run efficiently. In addition, this position provides high-level administrative and operational support to the Office of the President and CEO. This role is responsible for coordinating executive scheduling and logistics, supporting meetings and events, managing office resources, and maintaining a professional and efficient office environment. The position requires a high degree of organization, discretion, and attention to detail.

MAJOR FUNCTIONS

Executive Support

• Maintain and manage the CEO’s calendar, including scheduling internal and external meetings, prioritizing requests, and coordinating logistics.

• Arrange business travel, reservations, and ticketing, including flights, lodging, and transportation.

• Track and maintain records of CEO meetings, engagements, and activities.

• Prepare, print, assemble, and distribute executive materials and correspondence.

• Assist with preparation for Board of Directors meetings, company meetings, and executive presentations.

• Coordinate gifts and hospitality for VIPs.

Reception and Guest Services

• Serve as receptionist for the administrative floor, greeting visitors and directing guests to appropriate locations.

• Maintain a professional reception environment and ensure proper visitor and security procedures are followed.

• Coordinate visitor access, meeting arrivals, and hospitality needs.

Office Operations

• Coordinate conference room schedules and ensure meeting spaces are properly prepared.

• Set up meeting rooms, including materials, equipment, and catering.

• Monitor shared office spaces, printers, and supply areas to ensure readiness and organization.

• Order, track, and maintain office and meeting supplies for the administrative floor.

• Manage incoming and outgoing mail and courier deliveries.

Administrative Coordination

• Support planning and logistics for executive and company-wide meetings.

• Assist with Office of the President & CEO special projects and initiatives.

• Maintain organized records and documentation related to meetings, correspondence, and office operations.

• Perform additional administrative duties as assigned.

Responsibilities may be modified as needed to meet the organization’s goals and employee’s strengths.

TRAITS AND CHARACTERISTICS

Team members at the Hobby Center for the Performing Arts must thrive on challenge and be comfortable working in a dynamic, fast-paced environment. Working with a nimble and efficient team requires that members bring an entrepreneurial spirit to their work, providing leadership across a broad scope of work.

Requirements

• High school diploma or equivalent required; associate or bachelor’s degree preferred.

• 1–3 years of administrative, executive support, office coordination, or related experience.

• Demonstrated experience managing schedules and coordinating meetings.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Strong written and verbal communication skills.

• Ability to handle confidential information with discretion.

• Ability to work at a desk (sitting or standing) and computer for extended periods of time.

Ideal skills and Experience

• Exceptional organization and time management skills.

• Strong attention to detail and follow-through.

• Ability to prioritize competing requests and deadlines.

• Professional demeanor and customer-service orientation.

• Ability to work independently while supporting multiple stakeholders.

• Problem-solving skills and adaptability in a fast-paced environment.

• Knowledge and interest in the performing arts.

Attitudes and Behaviors We Value

• Engaging through a lens of creative opportunity, relentless optimism, and insatiable curiosity.

• Embracing continuous growth and learning.

• Practicing open, honest communication and conflict resolution.

• Taking initiative and increasing ownership over time.

• Supporting colleagues and partners to achieve collective success.

• Examining and challenging our personal biases.

• Celebrating our own and others’ wins, big and small.

COMPENSATION

The Hobby Center offers a competitive compensation and benefits package including medical, dental, and vision insurance, a 403b savings plan with matching employer contributions, and paid time off. The anticipated hiring range for this position is $45,000 to $55,000 annually.

ABOUT THE HOBBY CENTER FOR THE PERFORMING ARTS

The Hobby Center for the Performing Arts deepens understanding of our shared humanity. By presenting engaging performances and educational programs, we strengthen our sense of belonging to shape a more cohesive and connected Houston community. Opened in 2002, the Hobby Center campus houses two theaters including the 2,650-seat Sarofim Hall and the 500-seat Zilkha Hall. Delivering a best-in-class patron experience, the Hobby Center welcomes over 400,000 audience members annually to engage with high-quality arts programming including the Memorial Hermann Broadway at the Hobby Center series. The Hobby Center is also home to a full season of musical theatre produced by Principal Resident Company Theatre Under the Stars, as well as a variety of diverse performances from both Houston-based and touring artists and companies. Education and accessibility initiatives are central to the Hobby Center’s impact in Houston through programs like the ExxonMobil Discovery Series that welcomes thousands of students to performances every season. Since 2012, the Hobby Center has been a national leader in accessibility, presenting Sensory Inclusive performances and providing exemplary customer service via its Access Team at all public events. Over the past year and a half, the Hobby Center developed and is implementing a strategic plan that drastically shifts its role in the Houston arts community. The Programming and Education Department was a result of this plan's first steps. This is an exciting time to be involved in the Hobby Center as it implements its new identity with a focus towards expanding the communities it serves and engages.

The Hobby Center for the Performing Arts is an equal opportunity employer where equity, diversity, inclusion, and accessibility are deeply valued.