Office & Reception Associate

Seasonal Position

Seasonal Position Timeframe: October 1 - May 30

Work Schedule: Part-Time, 20 hours per week, Tuesday to Thursday, 9:30 AM to 4:30 PM; increases to full-time hours during the festival period

Position Summary: Serve as the first interface for both guests and staff and the smooth-running center of the front office. This role greets and directs visitors and is the person staff come to first with day-to-day questions and requests, expected to have answers or know where to route them. Keep the office supplied, tidy, and running, support meetings and events, and provide first-line technology help. During the festival period, run main reception and dorm reception onsite and supervise two seasonal receptionists.

Essential Functions:

Front Desk & Communications

• Staff the front desk during posted office hours.
• Answer and direct all incoming calls promptly and professionally, within three rings.
• Greet and announce the arrival of all office guests.
• Serve as the first stop for staff questions and requests throughout the day, providing answers or directing them to the right person or resource.
• Own the Festival Info email account, responding to and routing inquiries.
• Own and maintain the master staff contact list (extensions, cell numbers, emails) in coordination with Human Resources.
• Provide information to the public regarding the Jazz Festival.
• On scheduled office days, provide first-line IT triage: log issues, handle basic fixes, route the rest to the Administrative & IT Coordinator or IT team, and follow up on open items.

Mail & Deliveries

• Retrieve mail from the FPI mailbox; sort and distribute to the appropriate person or department.
• Oversee the daily outgoing mail for afternoon pickup and prepare postage reports for the Director.
• Accept deliveries of packages and express mail and notify recipients.
• Oversee Shred-It bin pickups, office recycling and office water deliveries. This may include break down of cardboard boxes as needed

Office Upkeep & Supplies

• Monitor the office supply budget and order all office supplies for staff.
• Maintain adequate inventory of letterhead, envelopes, copy paper, mailing supplies, and toner.
• Oversee maintenance on office equipment: copiers, fax machines, and postage meter.
• Tidy the kitchen and break room daily, and keep kitchen and cleaning supplies stocked.
• Clean the refrigerator weekly and launder the kitchen dish towels.
• Assist with building concerns, general maintenance, and work requests.
• Assist with general office needs and other tasks as they arise.

Meeting & Room Support

• Manage the Google Calendar for conference room schedules and set up rooms for meetings.
• Order and pick up meeting lunches as requested.
• Set up for parties and events as directed by the Director of Administration & Special Projects.

Festival Reception & Supervision

• Run main reception and dorm reception during the festival period.
• Supervise and schedule the two seasonal receptionists.
• Serve as the reception point of contact onsite.
• Responsible for the inventory, ordering, and setup of all Fairground break room supplies.
• Responsible for the ordering, upkeep, and maintenance of bathroom and copy room supplies.

Education, Experience and Skills Required:

Technologically savvy, with strong computer skills, proficiency in spreadsheets (Excel or Google Sheets), a solid understanding of file management, and fluency in MS Word and Google Workspace. A team player with strong people skills and a positive, professional demeanor. Self-starter able to work independently, with the stamina to maintain attention to detail and stay helpful despite constant questions and interruptions, and the ability to troubleshoot and problem-solve in a high-pressure production setting. Strong verbal, writing, and organizational skills. Comfortable providing basic technology help to staff and routing issues appropriately. Prior reception, front desk, or administrative experience preferred, and prior supervisory experience is a plus given the festival-period team lead role. Must be able to move quickly around the Fair Grounds in all weather conditions and maintain composure in high-pressure situations.

New Orleans Jazz & Heritage Festival