Administrative Assistant

About the Position

The Administrative Assistant provides direct administrative support to VocalEssence leadership, facilitating the success of the artistic and administrative goals of the organization. The Administrative Assistant works with the Director of Artistic Operations to ensure effective organization-wide operations and interfaces with other staff as appropriate to accomplish daily administrative goals.

Reporting Relationships

• Reports to the Director of Artistic Operations
• Supports and works closely with the Artistic Director, Associate Artistic Director, Executive Director, Board of Directors and staff at-large
• This position does not have direct reports

Responsibilities

Executive & Artistic Leadership Support

• Provide daily administrative support for the Artistic Director
• Coordinate travel logistics for VocalEssence-related projects and appearances (workshop engagements, festivals, clinics) for the Artistic Director and Associate Artistic Director
• Manage correspondence, calendar, filing, and expenses for the Artistic Director, and assist in expense management for the Associate Artistic Director
• Provide administrative support to the Board of Directors, including preparing and distributing materials, coordinating communications, and maintaining accurate records
• Provide technical/IT support for the Artistic Director

Office & Systems Management

• Assist in check processing protocol
• Manage the primary phone line, email account, calendar and mail for the organization
• Support maintenance of web portals for the Board of Directors and Singers
• Support organizational systems, databases, and administrative protocols

Meetings & Events

• Organize meeting schedules and logistics (including but not limited to catering, technology needs, and space rental) and support development of meeting agendas, including staff meetings, retreats, and board/committee meetings
• Manage the end-to-end process of developing and distributing meeting recordings, minutes, and summaries
• Provide administrative support for Audience Development events as assigned
• Assist in communication and coordination with Plymouth Church staff

Artistic & Ensemble Support

• Assist the Director of Artistic Operations in preparation of music and other materials for performing ensembles, as well as maintaining the music library
• Provide communication support for VocalEssence Chorus & Ensemble Singers

Other

• Perform other duties as assigned

Qualifications and Skills

Required

• Combination of education and experience in nonprofit administration; college degree optional
• Experience supporting senior or executive-level leaders, including providing basic technical/IT support
• Strong computer skills and experience with tech stacks including Microsoft Teams/Office Suite, WordPress, PatronManager (or similar CRM), Emma (or similar marketing automation), Notion, etc.
• Excellent verbal and written communication 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

Preferred

• Experience working in an administrative role for an arts organization
• Desire to work in-person in a small office environment

Job Requirements

• Flexible 40-hour work week schedule with periodic evenings and weekends required
• Occasional remote work options available
• Ability to lift up to 25 pounds; reasonable accommodations available upon request

Compensation & Benefits

• Full-time annual salary of $40,000 – $43,000, based on experience
• Health and dental insurance; Retirement plan
• Paid time off includes choose-your-own holidays, vacation, sick/safe time, Summer Fridays & Winter Break

Anticipated Start Date: On or before September 1, 2026

Deadline for Application: Friday, July 31, 2026

To Apply: Please submit a resume, cover letter and references using the application link below.

https://www.tfaforms.com/5228697