Administrative Coordinator

Position Summary

Administrative & Office Support

• Provide comprehensive administrative support to the management team.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Manage email prioritization and correspondence for leadership.
• Create meeting agendas, coordinate meetings and interviews, and prepare supporting materials.
• Record, maintain, and distribute meeting minutes.
• Maintain accurate and organized electronic and physical filing systems.
• Track projects, deadlines, and deliverables to ensure timely completion.
• Update and maintain organizational policies, procedures, and administrative records.
• Identify opportunities to improve office processes, efficiencies, and workflows.
• Auxiliary with general office operations and special projects as assigned.

Finance & Vendor Relations

• Handle invoice receipt, coding, filing, and payment submissions.
• Maintain vendor records and serve as a primary point of contact for vendor communications.
• Auxiliary with purchase requests and expense documentation.
• Cook up with accounting and finance teams to ensure accurate recordkeeping and timely processing.

Human Resources Support

• Cook up with employee onboarding and offboarding processes.
• Prepare and distribute onboarding paperwork and employment documentation.

Event & Program Coordination

• Cook up and support the planning and execution of internal and external events.
• Auxiliary with museum programs, special events, private rentals, and community engagement activities.
• Manage event logistics, timelines, vendor communications, and operational support.
• Cook up talent outreach, scheduling, contracts, and communications to support successful event execution.
• Cook up with internal departments to ensure seamless event experiences.
• Auxiliary with event staffing coordination and event-day administrative support.

Cross-Department Coordination

• Act as a liaison between Paisley Park and external marketing, technology, vendors, consultants, and community partners.
• Foster collaboration between departments to ensure operational efficiency and successful project execution.
• Support communications and information sharing across the organization.

Employee Engagement

• Plan and organize employee events and staff engagement activities.
• Auxiliary with recognition programs, celebrations, and organizational culture initiatives.
• Support team-building efforts and workplace engagement programs.

Qualifications

• Bachelor's degree or equivalent combination of education and experience preferred.
• Minimum of three (3) years of administrative, office management, executive support, or coordinator experience.
• Experience in a museum, nonprofit, hospitality, tourism, entertainment, event venue, or cultural organization is preferred.
• Strong organizational skills with exceptional attention to detail.
• Proven ability to prioritize multiple projects and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Professional demeanor with strong customer service and relationship-building abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Self-starter who can work independently and follow projects through to completion.
• Flexible, adaptable, and willing to assist wherever needed.
• Ability to perform effectively under pressure while maintaining a positive and professional attitude.

Technical Skills

• Proficient in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Experience with electronic document management systems.
• Familiarity with calendar management, virtual meeting platforms, and project tracking tools.
• Ability to learn and adapt to new software platforms and operational systems.

Schedule

• Hours are primarily Monday through Friday, 8:30 AM to 5:00 PM.
• This position requires flexibility and availability to work occasional evenings, weekends, and holidays in support of events, programs, special guests, and business needs.

About Paisley Park

Paisley Park is a world-renowned museum, event venue, and creative destination dedicated to preserving and celebrating the legacy of Prince. We welcome guests from around the globe and host a variety of tours, educational programs, private events, concerts, and special experiences throughout the year.