JOB SUMMARY The Administrative Coordinator provides administrative and interdepartmental support for the Communications Department in one of in Burning Man Project’s main offices (San Francisco, CA or Reno, NV) and on site in Nevada before and during the annual event in the Black Rock Desert. Work involves assisting the Communications Director, numerous internal and external contacts, administrative support of department processes and procedures, and various complex non-routine tasks. Duties include scheduling, booking travel, drafting correspondence, facilitating meetings, tracking action items, coordinating logistics, archiving (both digital and physical), preparing presentations, maintaining databases, and basic project management. Duties also include co-coordination of Burning Man Project’s Speakers Bureau. Judgment, professionalism and initiative must be exercised in verbal and written communications and projects. This position is a regular, full-time, eligible for benefits role based in San Francisco, CA or Reno, NV. The deadline to apply for this role is 5:00 pm Pacific on January 10th, 2025. DUTIES & ESSENTIAL JOB FUNCTIONS Executive and Departmental Administration: 60%
Coordinate and support departmental and cross-departmental meetings and project work, take meeting minutes, and track action items.
Maintain Communications department electronic files and databases/archives.
Maintain Communications department email lists and aliases.
Coordinate and draft department reports.
Process payment requests from and complete contracts and project schedules for Independent Contractors.
Maintain Communications contacts in Salesforce.
Optimize Communications team editorial calendar in Asana.
Prepare slide deck presentations with guidance from department director.
Manage the Charitable Ticket Donation program with guidance from department director.
Support Communications-specific volunteer teams as needed.
Complex calendar management including scheduling meetings, confirming appointments, and resolving scheduling conflicts.
Supervise, train, and support Media Mecca, Census, BMIR, and Webcast Volunteer Coordinators.
Oversee Communications playa resource/ticketing requests, camp planning, and other resource requests.
Make travel arrangements, prepare trip itineraries, and anticipate additional materials needed for events and gatherings.
Prepare and coordinate bi-annual team retreats.
Prepare and complete monthly expense reports.
Actively track and monitor budget expenses for the department. Assist with budget coding and timely invoice submissions.
Process payment requests from and complete contracts/project schedules for Independent Contractors.
Perform other duties as assigned.
On-playa duties:
Assist with planning and supervising the build, daily operations, and teardown of Communications department operations in Black Rock City.
Act as logistics liaison for Communications-related events and happenings on playa (Press panels, volunteer trainings, staff interviews, etc).
Additional production support for Media Mecca, BMIR, Census, Webcast as needed.
Speakers Bureau Coordination: 25%
Manage intake and communications for Speakers Bureau requests.
Prepare presentations and materials including slide-deck design for employee speaking engagements.
Produce research reports in support of the Speakers Bureau.
Coordinate travel arrangements for Burning Man Project employees who will participate in speaking engagements.
Communications Department Director Support 15%
Calendaring
Booking travel
Resource requests/tracking
Expense reporting
Support and assist as needed with last minute non-routine tasks
LEARNING AND TEACHING
Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.
QUALIFICATIONS
REQUIRED
At least four years of administrative support experience.
Proven excellent oral and written communication skills.
Strong computer skills i.e. advanced knowledge of MS Word, Excel and Google Drive; strong knowledge of Salesforce, PowerPoint and Keynote. Knowledge of Asana and Slack a plus.
Ability to maintain personal integrity and uphold high standards of confidentiality.
Detail oriented with strong organizational skills.
Motivated self-starter with strong multi-tasking and time management skills.
Ability to foster a cooperative work environment.
Familiarity with Burning Man.
Ability to adjust work schedule seasonally. Flexibility to adjust daily workload as needed.
Cheerful, outgoing personality conducive to representing Burning Man to a wide variety of participants, volunteers, local community members and vendors at public events.
Ability to respond professionally to all individuals and work as a team player.
Ability to live and work in the harsh physical environment of the Burning Man event location on the Black Rock desert of Nevada for 2-3 weeks out of every year during August and September.
Ability to adjust schedule seasonally to work at the Burning Man event held in Nevada.
PREFERRED
A Bachelor’s Degree or equivalent is preferred; but not required.
Event production experience.
It is helpful if the candidate has previously been to the Burning Man event in Black Rock City.
Valid driver’s license and a good driving record.
Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.
WHAT’S IN IT FOR YOU?
We are certain that working for Burning Man Project is unlike any other job on the planet! In addition to the unique opportunity to participate and contribute to our global community and culture within a creative, fun, and inspiring work environment, we’re also thrilled to provide the following:
COMPENSATION:
Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated salary range for this position is $70,000 to $75,000 annually.
ADDITIONAL BENEFITS:
Health benefits: medical, dental, vision insurance for employees and dependents.
Long term disability and life insurance.
401k retirement plan with voluntary employee contribution.
Accrued vacation and sick time: Up to 10 days vacation per 12 months on assignment.
Additional annual paid time off in accordance with policy guidelines; 7 paid holidays annually, in addition to paid office closure during December 24th - January 1st.
Paid parental and bonding leave.
Communications benefits for remote employees; reimbursement of up to $120/month for home office internet and phone expenses.
Commuter benefit program.
Mental health support, life coaching, financial and legal consultation services through our employee assistance program.
Professional development fund along with unique leadership and learning opportunities.
Equipment and tools necessary to succeed in a remote friendly workplace.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT
Off-playa: Work is primarily sedentary in nature; no special demands are required.
On-playa: Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore, this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and exposed to fumes or airborne particles, as well as possible extremes in temperature.
NOTICE FOR ALL APPLICANTS:
Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
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