ADMINISTRATIVE/PROGRAM ASSISTANT (PART-TIME)
GENERAL PURPOSE
The Administrative/Program Assistant is a part-time, non-exempt, hourly position that reports to the Executive Director and is responsible for providing comprehensive administrative support for the organization. The position has the option to become hybrid after 30 days.
ESSENTIAL DUTIES AND RESPONSIBILITIES – (ILLUSTRATIVE ONLY)
The duties listed below are intended only as illustrations of the various types of work that could be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the level of duties.
Provide proactive, high-level administrative support to the Executive Director, including scheduling, meeting coordination, and internal/external communications.
Prepare, proofread, and edit written materials with exceptional attention to spelling, grammar, tone, and formatting to ensure alignment with GRS standards.
Create polished, visually engaging PowerPoint presentations for program meetings and board presentations.
Develop and manage Excel spreadsheets with advanced functionality (e.g., formulas, pivot tables, data analysis) to support reporting, operational tracking, and inventory.
Coordinate and prepare for meetings by developing agendas, compiling briefing documents, and capturing/distributing clear and actionable meeting minutes when needed.
Manage a dynamic calendar with foresight and prioritization, understanding the operational and strategic needs of the organization.
Maintain a high degree of confidentiality, discretion, and integrity when handling privileged information and sensitive matters.
Serve as a key liaison between the Executive Director, Teaching Artists, Volunteers, and Board Members, always representing the organization with professionalism and respect.
Support the preparation and execution of monthly Board meetings, including logistics, communications, and post-meeting documentation.
Track deliverables and action items to ensure timely follow-up and execution of strategic objectives.
Other duties as assigned in support of the Executive Director and organizational priorities, including bookkeeping, data entry, and office/studio upkeep.
Maintain clean driving record as well as currency of driver’s license and vehicle insurance/registration.
Drives on agency business using personal vehicle; may be required to transport and deliver musical equipment.
TRAVEL: Errands; shopping; off-site meetings/trainings; transport of equipment/supplies.
QUALIFICATIONS
Bachelor’s Degree preferred; relevant professional experience will be considered.
3+ years of administrative support experience, preferably in a nonprofit setting. Bookkeeping experience also preferred.