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Administrative Assistant

 
Inside the Orchestra is seeking an Administrative Assistant. We are looking for an individual who is efficient and comfortable being a member of a small but dynamic team. The ability to be flexible and to multi-task, while maintaining schedules and managing administrative support, is essential to this position. The ideal candidate for this job is resourceful, a good problem solver, and very organized. Assuring a steady completion of work in a timely manner is key to success. The Administrative Assistant will be managing day to day administrative tasks as well as taking on seasonally-driven projects and assisting with our special events. This is a part-time (25 – 30 hours per week) hourly position reporting to the Executive Director, with potential for rapid advancement to full time.

Qualifications:

• Bachelor’s degree is preferred; however, work and life experience may substitute for a degree.
• Strong communication (written and verbal) skills in small/large group settings. Ability to main composure, control, and a positive attitude when managing very large crowds.
• Above average ability to focus on small details and accuracy of records.
• Ability to handle multiple tasks with different priorities and objectives and willingness to support various organizational projects that may be outside of your direct scope.
• Self-directed and highly motivated with an interest in music education.
• Bilingual English/Spanish preferred but not required.
• Computer/Software Qualifications: Experience with a variety of computer programs such as MS Office, Salesforce, Stripe, Square, QuickBooks, WordPress, Event Espresso and Google Analytics, as well as familiarity with social media platforms such as Facebook, Twitter, Instagram and LinkedIn.

Responsibilities

The organization seeks an individual who is self-motivated, resourceful, and able to hand a variety of tasks. Candidates will have strong organizational skills, will be computer and tech savvy, and will have the ability to work independently. As this is a part-time position, your work hours will be flexible, and we will work with your schedule!

Responsibilities include, but are not limited to, the following:

Organizational Administration:

• Respond to phone calls, voicemail, email, postal mail, and other written requests for information.
• Inventory and purchase office supplies when needed.
• Provide staff assistance to coordinate organizational schedules, meetings, trainings, and special events.
• Assume responsibility for maintenance of office equipment, including computers, copy machines, and printers.
• Organize and maintain computer and physical filing systems.
• Run general errands such as purchasing office supplies, picking up marketing materials, and mailing envelopes and packages.
• Coordinate bulk mailings, including making sure that all office supplies are available and prepped properly and completing the mailing at the BMEU.
• Pay invoices and make online purchases.
• Manage newsletter contact submissions in ConstantContact.
• Database entry and management.

Development, Donor, and Public Relations Support:

• Communicate in a professional, service-oriented manner with all volunteers, donors, event attendees, and with the general public.
• Track and update donor contact information and status. Manage donor database.
• Assist with representing the organization at events, including managing check-in table at Tiny Tots Programs.
• Facilitate donor support including tracking information and communication.
• CRM data entry
• Assist Executive Director with grant vetting, updating, and entry into Salesforce

Program Support:

• Assist in promoting and marketing all events and programs.
• Help coordinate event and program logistics. Provide event support to Executive Director.
• Manage Tiny Tots box office duties, including but not limited to over the phone ticket purchases and payments, ticket rescheduling and cancellation, refunds, and requests for additional information.
• Coordinate school field trips including answering all requests for information, working to find affordable ticket prices in relation to the school’s level of need, and creating and changing concert registration and reservations.
• Assist with day-of-event duties including guest check-in and set-up and tear-down.
• Assist Program Manager in preparing musician folders.

Marketing Support:

• Post all programs on event calendars and related online postings.
• Distribute marketing materials around the Denver metro area.
• Create/edit contact lists to be used when (e)mailing new and repeat schools at the beginning of and throughout the year.
Manual Functions: While performing the duties of this job, the employee is frequently required to walk, sit, talk and/or hear. The employee is frequently required to use hands to operate objects, tools or controls, and to reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Inside the Orchestra is an equal opportunity employer. All individuals are encouraged to apply.

Compensation: Compensation is commensurate with experience. The benefits package includes paid time off, schedule flexibility, and Simple IRA with a match.

To Apply: Submit a cover letter and resume to Shelby Mattingly, shelby@insidetheorchestra.org. No phone calls.

 

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