The Memphis in May International Festival is seeking an experienced individual with demonstrated success in managing a volunteer program and skills with office administrative support. The successful candidate will have expertise in office administration as well as recruiting, training and managing volunteers. This is a full-time, year-round position with one of America’s leading civic festival organizations.
Duties & Responsibilities
The Volunteer & Office Coordinator’s primary responsibilities shall include, but will not be limited to, the following:
Volunteers
· Direct oversight and supervision of all volunteer program elements and volunteer involvement at events.
· Volunteer program elements include, but not limited to, recruitment, orientation, training, management of volunteer leadership and committee meetings, database management and refinement of current procedural guidelines.
· Maintain strict adherence to the Board approved operating budget.
· Work in conjunction with staff to ensure the successful operation and professional presentation of all events and on-site presence of volunteers.
· Plan and conduct recruitment outreach to ensure the development of new volunteers.
· Work in close cooperation with the Director of Marketing to produce and distribute promotional materials for the volunteer program and events, as well as produce and distribute a quarterly volunteer newsletter.
· Manage volunteer resources to ensure staff needs and requirements are fulfilled.
Office Administrative Support
· Serve as the initial point of contact for guests and visitors, greeting and directing accordingly.
· Operate a multi-line phone system and answer inquiries or direct incoming calls to the appropriate staff person.
· Manage Organization’s general emails and respond to inquiries or direct to the appropriate staff person to handle.
· Provide general administrative support for all staff members as needed.
· Managing and ordering office supplies as needed.
· Opening, logging and distributing post office mail received daily.
Qualifications
This position requires an individual with volunteer management and administrative skills who is an effective communicator and is both strategic and hands-on. We seek a highly responsible individual who is detail-oriented and an energetic team player capable of handling multiple tasks and responsibilities in a fast-paced environment. The ideal candidate will possess the following skills with 3 to 5 years’ experience:
· Volunteer recruitment, training and management.
· Office administration operations and procedures.
· The ability to communicate clearly and concisely, both verbally and in writing. Strong computer proficiency in word processing and spreadsheets are a must.
· The ability to remain professional and calm when working under high pressure and time sensitive situations.
· Good interpersonal relations and personnel management skills, including the ability to gain cooperation through discussion and persuasion.
· The ability and flexibility to work long hours, as required during festival season and around other events that are produced.
· Experience in inventory control, following budgets and producing reports to track progress.
· The ability to analyze problems, identify solutions and project consequences of proposed actions.
· Willingness and ability to accept new responsibilities as needed.
Compensation & Benefits
We offer a starting-based salary range between $40,000 and $43,000 along with a desirable benefits package including:
· Paid individual medical coverage
· Dental & vision insurance offered at additional cost
· Medical reimbursement plan
· 401k plan
· Paid time off
· Paid parking
For consideration, please submit a resume with cover letter, salary history, and salary expectations no later than August 29, 2025, to mim@memphisinmay.org with Volunteer & Office Coordinator in the subject line.
