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Administration Associate and Board Liaison

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Published 17 days ago

This is a full-time position reporting to the Director of Finance and Community Engagement. Qualifications: Excellent communication skills, attention to detail, ability to prioritize tasks and meet deadlines, self-motivated and well organized, flexible to accommodate changing priorities, and able to multi-task and work in a busy hybrid office environment. Experience with QuickBooks or other financial software helpful. Interest in the performing arts and/or non-profit business preferred. Bachelor’s degree or equivalent required.

Board Administration

  • Schedule all quarterly and ad-hoc meetings of 24-member Board of Trustees and 8+ Board Committees
  • Assemble and distribute materials for Board and Committee Meetings
  • Secure venues for in-person meetings and coordinate logistics with venue contacts. Arrange virtual meetings via Zoom and manage any technical questions/issues
  • Attend all meetings to record minutes. Coordinate editing and publication of minutes
  • Maintain all records and files including contact info, committee lists, schedules, etc.
  • Prepare additional presentation materials (PowerPoint, Excel, Adobe, etc.) as needed
  • Support Board leadership and Executive Director with Board business as needed

Accounting Assistance

  • Enter and file vendor payment requests from all departments into financial software (QuickBooks) and circulate payment reports to corresponding departments
  • Record all credit card transactions in QuickBooks and prepare monthly reconciliations
  •  Prepare and mail biweekly vendor check payments and payroll paystubs
  • Enter new substitute musicians into payroll system
  • Process all cash receipts in Quickbooks
  • Process and track employee vacation, personal and sick time requests
  • Obtain certificates of insurance as requested by vendors and funders
  • Assist in annual audit and tax compliance and filing
  • Assist with other tasks as assigned

Office Administration

  • Manage all internal schedules including conference room, Zoom account, and Staff Outlook calendar, including staff remote/in office work schedule
  • Provide office orientations to all new staff and interns. Arrange and schedule training on equipment, software, and office procedures
  • Plan and execute staff parties, celebrations, and other gatherings
  • Order equipment and office supplies and track inventory
  • Manage all invoices and billing for equipment vendors, supplies, IT services, rent, etc.
  • Track administrative expense budget
  • Open and process all incoming mail daily and maintain check log. Manage outgoing mail and shipments and assist with direct mail campaigns as needed
  • Serve as first point of contact for general office phone
  • Liaise with building facilities regarding maintenance and additional space rentals
  • Liaise with IT service providers, manage service requests, and forward IT provider maintenance/upgrade recommendations
  • Maintain office equipment including copiers, fax, and postage equipment including contact with vendors regarding service requests and contracts
  • Maintain physical and digital administrative files in accordance with office procedures
  • Continually assess office procedures and make recommendations for improved efficiency
  • Manage and assist with other tasks as assigned

Administrative Support

  • Book domestic and international travel for administrative staff
  • Process and track Executive Director expenses
  • Assist with program administration tasks as needed
  • Spearhead and coordinate publication of quarterly internal newsletter e-blast to staff, musicians, and Board

This is a full-time position requiring hours M-F 9:30am-5:30pm as well as some evening and weekend hours for events. Currently, this position requires at least 3-4 days in office per week. 

Orpheus is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.

About Orpheus:

Orpheus Chamber Orchestra’s mission is to create extraordinary musical experiences that enrich lives and empower individuals through collaboration, innovation, and a passion for artistic excellence. Orpheus performs music at the highest level, challenges artistic boundaries, inspires the public to think and work with new perspectives, and builds a broad audience in NYC and worldwide. The Orchestra believes in empowering the unique voice of all people to make a valuable contribution to music, the arts, and the community.  

Founded in 1972, Orpheus is a Grammy Award-winning ensemble that performs without a conductor. Working together as a collective of leaders, members explore each other’s musical ideas using their signature collaborative method, the Orpheus Process®. The musicians interpret, develop, and play music as an equal collective and without a conductor. For the past 49 years, the centerpiece of each season has been its celebrated concert series at New York’s Carnegie Hall. Committed to illuminating works of art, both old and new, the Orchestra has collaborated with many great solo artists of our time in a profoundly unique manner. The Orpheus recording legacy consists of nearly 70 albums, several of which have received Grammy® nominations.  

Orpheus is committed to sharing its collaborative process with communities worldwide through engagement programs that promote equity and access to classical music for all ages and demographics. Orpheus aims to bring its unique approach to interpreting and performing music to students and listeners of all ages through its worldwide education and community engagement programs: Access Orpheus, Orpheus Music Academy, and Orpheus Reflections. 

This is a full-time position reporting to the Director of Finance and Community Engagement. Qualifications: Excellent communication skills, attention to detail, ability to prioritize tasks and meet deadlines, self-motivated and well…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Application Deadline
    August 9, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Entry level

Salary

Starting annual salary is $40,000.

Benefits

Orpheus offers a benefits package including paid time-off, medical including HSA contributions, dental & vision, long-term disability, and life insurance.

Orpheus offers a benefits package including paid time-off, medical including HSA contributions, dental & vision, long-term disability, and life insurance.

Location

Temporarily Remote
Work must be performed in or near New York, NY
Associated Location
490 Riverside Dr, New York, NY 10027, USA
11th Floor

How to Apply

To apply, please submit a resume and cover letter to info@orpheusnyc.org with Administration Associate and Board Liaison the subject line. No phone calls please. 

To apply, please submit a resume and cover letter to info@orpheusnyc.org with Administration Associate and Board Liaison the subject line. No phone calls please. 

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