About the Position 

The Executive Assistant provides direct administrative support to VocalEssence leadership, facilitating the success of the artistic and administrative goals of the organization. The Executive Assistant works with the Artistic Director, Associate Artistic Director, and Executive Director to ensure effective organization-wide operations, interfacing with daily administrative goals and other staff as appropriate. Working with other staff, the Executive Assistant monitors and collects data reporting across the organization.  

Reporting Relationships 

The Executive Assistant: 

• Reports to the Artistic Director and Associate Artistic Director 
• Supports and works closely with the Executive Director and Board of Directors 

Responsibilities 

The Executive Assistant will: 

• Provide daily administrative support and coordinate independent projects (workshop engagements, festivals, clinics) for the Artistic Director & Associate Artistic Director
• Manage correspondence, calendar, and expenses for the Artistic Director & Associate Artistic Director 
• Provide technical/IT support for the Artistic Director 
• Assist in check processing protocol 
• Manage the primary phone line, email account, and mail for the organization 
• Manage data collection processes for the organization, i.e. statistics tracking 
• Monitor and maintain VocalEssence server content 
• Assist in preparation and dissemination of organization-wide evaluation protocols 
• Organize meeting schedules and development of meeting agendas 
• Take minutes for meetings as assigned 
• Assist in preparation of music and other materials for performing ensembles 
• Provide communication support for Chorus & Ensemble Singers audition process 
• Perform other duties as assigned 

Qualifications and Skills 

• Combination of education and experience in non-profit administration – college degree optional 
• Experience working with and supporting mature entrepreneurial leaders, including technical support 
• Experience working in an administrative role for an arts organization is preferred 
• Strong computer skills including Microsoft Office, Customer Relations Management Database, and web-based applications 
• Excellent verbal and written communications skills in English 
• Critical attention to detail and strong project management skills 
• Demonstrated ability to work both independently and collaboratively with staff members 
• Self-assurance, persistence, patience, sense of humor, and excellent interpersonal skills 
• Willingness to work with multiple perspectives and commit to an intentional process of intercultural development 
• Proven ability to maintain confidential information 
• Appreciation of music and the artistic process 

Job Requirements 

• Standard 9:00 am – 5:00 pm work week schedule with periodic evenings and weekends required 
• Opportunity to work remotely on a part-time basis 
• Ability to lift up to 25 pounds  

Compensation: Full-time annual salary of $35,000 – $40,000 based on experience, with insurance and retirement package

Deadline for Application: Wednesday, August 18, 2021

Applicants are asked to submit a cover letter and resume online. The application form can be found here. 

VocalEssence is an Equal Opportunity Employer

VocalEssence welcomes qualified applicants and employees regardless of their race, color, religion, creed, sex, sexual orientation, gender identity, age, marital status, national origin, disability, familial status, genetic information, public assistance, or status as a protected veteran. Persons from historically excluded communities are especially encouraged to apply.