POSITION DESCRIPTION: Administrative & Events Coordinator
Position Description
The Administrative & Events Coordinator position at The Music Man Foundation (legally, The Meredith and Rosemary Willson Charitable Foundation) is responsible for supporting the Executive Director and Program Officer with correspondence, scheduling, and managing Foundation event activities. For a one-time partner gathering taking place between July – October 2026, the Administrative & Events Coordinator will coordinate logistics such as venue arrangements, catering, and all guest itineraries and communications.
The Administrative & Events Coordinator must have an interest in the mission and funding areas of The Music Man Foundation. The position will require a motivated and organized individual, who both enjoys working collaboratively and is comfortable working independently. While the Foundation will adhere to county, state, and federal health guidelines at all times, in general, the Administrative & Events Coordinator will work in a hybrid capacity with some time spent in a Foundation office in Glendale, CA, some time spent visiting event venues in Los Angeles County and some time spent working remotely. This position reports to the Executive Director.
Position’s Key Responsibilities
Program Support
Support administrative details around grantmaking activities, especially grantee correspondence and follow up items detailed in Grant Agreements.
Work closely with Program Officer to compile Advisory Review Panel, which would include scheduling, collecting panelist paperwork, and preparing panelist materials.
Support day-to-day operations of the Foundation, especially around scheduling and fulfilling requests by the Board of Directors
Communications Support
Support communication efforts by building email newsletters using the Mailchimp platform.
Work closely with Foundation’s communications team to support communication efforts by managing social media posts through Buffer platform.
Manage website content, noting when content needs to be updated.
Event Management
Work closely with Executive Director and Program Officer to finalize venues for grantee gathering.
Coordinate with venue managers at hotel, restaurants, concert locations, etc. to accommodate all attendee needs.
Compile detailed itineraries for all guests.
Track budgets and expenses related to the grantee gathering.
Support Executive Director in planning other Foundation events, including two learning sessions. This will include scheduling, attendee communication, and preparing information briefs for all attendees.
Administrative Support
Coordinate board meeting logistics: scheduling, venues/AV, catering, Zoom hosting, taking minutes or notes as needed, and onsite event set-up and breakdown.
Support other Foundation needs and projects as appropriate (e.g., board support, travel arrangements, speaking engagements, legacy grantmaking strategies)
Represent the Foundation publicly with professionalism, clarity, and warmth.
Other duties as assigned.
Qualifications
Education & Experience
Associate’s or Bachelor’s degree.
At least two years of work experience (experience in event planning and/or administrative support roles and nonprofit organizations strongly preferred).
Technical Skills
Proficient in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).
Proficient with G Suite (Google Drive, Google Docs, Google Sheets).
Ability to coordinate video and audio conference calls.
Communication Skills
Excellent oral and written communication skills.
Ability to produce high‑quality, error‑free documents.
Personal Characteristics
Works well independently and in small, collaborative teams.
Highly attentive to detail.
Strong organizational and multitasking skills.
Interest in the arts, arts policy, musical theatre, and Meredith Willson’s work.