Program Assistant and Coordinator

About the job

Position:
Fulltime Program Assistant and Coordinator


Description

Reports to Managing Director.
The Program Assistant is a key member of the Project and provides a wide and varied range of administrative and organizational support to the Managing Director.

Efficiency, attention to detail, flexibility, ability to multitask efficiently and effectively while managing multiple deadlines, smiling disposition and good judgment to ensure smooth operations of MMP are critical in this role.

We are looking for dependable, hardworking, well organized, resourceful, and creative person that welcomes feedback as a means to personal and professional growth.


Responsibilities

Provide a wide variety of administrative support including complex calendar management, event planning, document creation and organization and maintenance of files including:

• Scheduling appointments and planning for meetings, events, auditions, concerts and school presentations, which include coordinating arrangements for participants, handling logistics, preparing and disseminating materials, making occasional travel and housing arrangements
• Compiling and processing expense reports, reimbursements, and check requests, accurately and timely
• Maintaining an organized system of tracking, monitoring, and prioritizing tasks and projects
• Creating, updating and/or maintenance of files and records
• Handling phone, mail, email, and web-based communications
• Copying, filing, faxing, setting up files and other projects as assigned

Provide communications support and assistance to ensure timely responses to inquiries including:
• Acting as liaison with donors, partners and program participants and answering questions and handling requests appropriately
• Taking and distributing minutes of meetings. Work proactively and taking the initiative to support the varying needs of the team.


Qualifications

• A minimum of 2 years work experience in an office setting, preferably in an administrative support role for a complex and fast-paced organization
• Bachelors degree required
• Classical music or music education background and extensive knowledge of musical instruments and music areas
• Excellent time management skills and ability to meet deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination
• Excellent interpersonal, oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization
• Attention to detail in composing, typing, and proofing materials
• Experience establishing organizational systems to improve efficiency and functioning in a changing environment
• Demonstrated proficiency with MSWord, Outlook, Excel, and PowerPoint is required Comfortable with quickly learning new software is essential
• Demonstrated positive and collaborative approach to work
• Experience creating and handling e-blast promotions (i.e. Constant Contact) is a plus
• Experience working in the field of education or in a non-profit environment is a plus.

Compensation: $30,000-$35,000 annually, based on experience

All applications will be received electronically only and should be sent by March 17th*

Send a cover letter explaining your interest in, and qualifications for, the position; your resume; and the names and phone numbers of three (3) professional references. Subject: Program Assistant Application

*We will continue accepting applications until the position has been filled.