Position: Executive Assistant & Office Manager
Reports to: Executive Director
Location: In person
Status: Full-Time (40 hours per week)
Salary: $69,000 – $72,000 + full benefits (medical, dental, vision) and eligible for a 401K retirement plan.
Projected start date: July 1, 2024
About You
Do you enjoy working on logistics and back-of-house details, so colleagues in hands-on roles can focus on service delivery? Do you have ideas on how to effectively and efficiently grow an organization as it moves into new levels of service? Is staying on top of the details second nature to you? Do you have a passion for serving youth who live in underserved communities? If this sounds like you, read on!
About the Role
Key to Change is looking for an Executive Assistant & Office Manager to ensure that the Executive Director, teachers, students, and parents have an efficient support structure to support the work of the organization. The ideal candidate will be a high-energy, organized, and detail-oriented individual with strong verbal and written communication skills, high emotional intelligence (EQ), and the ability to get things done at a high level in a deadline-oriented environment. They will be results-driven and detail-oriented professional who is comfortable working on multiple tasks in a team environment. Experience in nonprofit administration is a plus.
About the Organization
Key to Change’s mission is to inspire underserved youth through world-class music instruction and to support their development as self-aware leaders. We are a non-profit music education organization based in South King County that offers violin and viola lessons. Our core values include cultivating meaningful relationships, providing world-class music instruction, and demonstrating accountability and excellence in all aspects of business.
Job Description
Reporting directly to the Executive Director & Founder, the Executive Assistant & Office Manager serves as the primary point of contact for internal and external constituencies and is closely engaged with students and their families, developing relationships with prospective students and donors, organizing and coordinating outreach and external relations efforts, and overseeing special projects.
The Executive Assistant & Office Manager must be community oriented, mission-driven and find fulfillment working at a values-based organization. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant & Office Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Our ideal candidate must have experience managing an office and will have strong administrative skills.
Responsibilities
Administrative
- Provide administrative support, and effectively plan and maintain organizational calendars including the teaching schedule, Board calendar, and Executive Director’s calendar with attention to accuracy, detail, and allocation of time and resources
- Respond to emails promptly and professionally
- Serve as a primary point of contact for the organization; find answers to questions, or direct requests to the appropriate person
- Schedule meetings, prepare support and preparatory materials for meetings and discussions, and give weekly briefs to the Executive Director
- Use discretion and maintain confidentiality in handling sensitive information
- Maintain an organized filing system within G-suite to easily access past and current documents
- Keep records and databases up-to-date and accurate including, donor and student records in Salesforce, and roster of Orchestra Teachers
- Manage the office, and create and enforce office policies and procedures among staff and students
- Maintain insurance policies through broker
String Studio
- Manage operations of the string studio; determine private and group lesson times, and ensure teachers and students are informed regarding scheduling and updates
- Serve as the primary contact for studio families when it comes to scheduling conflicts or concerns, and coordinating student schedules
- Collect student tuition, maintain student scholarship and financial aid records
- Maintain the annual student roster including updated contact information for students and their parents
- Develop and foster relationships with local orchestra teachers in South King County
Marketing & Outreach
- Track leads and follow up via email/phone with all prospective students
- Oversee marketing efforts by ensuring that all deadlines are met
Financials
- Track the financials for the organization, keeping the Executive Director informed about deviations from budget and preparing a monthly income and expense spreadsheet for the accountant
- Assist with the annual budget
Event Planning
- Manage event planning for fundraising events, community outreach events, and studio events
- Develop budgets, secure venues, identify and work with vendors and contractors, and manage operations and other logistics as needed during the events
- Arrange itineraries for guest artists, which include travel and lodging
- Coordinate schedule for rehearsals and performances, and serve as primary contact for studio families
Qualifications
- Proven experience as an executive assistant or operational partner for a chief executive or department head
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Proven track record of problem-solving
- Strong interpersonal skills and the ability to build relationships with stakeholders, including external partners, donors, students, and their families
- Use discretion and maintain confidentiality in handling sensitive information
- Excellent written and verbal communication skills
- Comfortable collaborating with others and working independently
- Demonstrate the highest level of customer/client service and response
Education and Experience Requirements
- Bachelor’s Degree from an accredited college/university or equivalent work experience
- Strong work tenure: five years of experience in operations, executive administration, or equivalent work experience
- Experience working with small start-up companies and/or non-profit organizations
- Proficient in Google Suite, Zoom as well as Microsoft Word, Excel, and PowerPoint
- Salesforce, WordPress, Canva, and MailChimp knowledge and skills a plus
To Apply
Please submit a resume, cover letter and one writing sample of your past work. Your cover letter should express your specific interest in and qualifications for this role as well as respond to these questions:
- Diversity and equity is at the center of Key to Change’s core values and mission. What does it mean to you, to work in an inclusive environment with students?
- How have you demonstrated your commitment towards diversity and inclusiveness in your own personal and professional life?
Please email all information in a PDF format to [email protected] to Dr. Quinton Morris, Executive Director & Founder. Application materials will be reviewed beginning on May 28, 2024 and all applications received after that date will be placed on our waiting list. Incomplete applications will not be considered. No phone calls, please.
