Administrative Assistant

Naples Community Orchestra; Naples (FL); On-site; USD 28,000 - 30,000; Part time

Job summary

Naples Community Orchestra is seeking an Administrative Assistant to support staff and volunteers, manage office operations, and maintain communications. The role offers part-time, hourly work with flexible hours including evenings and weekends to align with concerts and events.

The successful candidate will handle mailings, donor benefits tracking, ticketing, newsletters, and database maintenance, while ensuring accuracy and timely communications.

Qualifications

• High School Diploma or equivalent.
• Proficiency in MS Word, Excel, PowerPoint, Google Workspace and QuickBooks (or a willingness to learn).
• Basic experience with database management and website backend administration.
• Comfort operating office equipment including computers, printers, scanners and filing systems.
• Strong telephone and customer service acumen.
• Excellent communication, writing and interpersonal skills.
• Ability to work on own initiative, prioritize and handle multiple responsibilities with ease.
• Ability to take direction, feedback, and work both independently and as a team member.
• Detail oriented, highly organized, productive, and committed to excellence.
• A positive attitude and a professional approach to problem-solving.

Responsibilities

• Assist the President and President-designated board member with various projects as needed including mailings, tracking of donor benefits, concert ticketing, printing projects, event and concert support, processing office supply orders, and disseminating communications.
• Compose, edit, and proofread correspondence and reports, and prepare a range of administrative documents, reports, charts and presentations.
• Scan and upload music to our website.
• Maintain accurate database and eNewsletter information.
• Maintain all contact and communication lists, spreadsheets and documents.
• Track incoming bills and reimbursement requests, organizing and preparing them for processing.
• Coordinate, design, and manage the layout of electronic newsletters, balancing written content with visual graphics to ensure a polished final product.
• Prepare and mail contribution thank you and tax receipt letters.
• Prepare and mail invoices for pledged businesses and donors.
• Provide direction and information in response to all incoming calls, email and mail inquiries.
• Sort and distribute mail; prepare, record and deliver outgoing mail.
• Maintain appropriate filing systems.
• Maintain organizational calendars.
• Keep reception and common use areas clean, tidy and orderly.
• Assist on concert and event weekends with ticketing and other tasks.

Skills

MS Word

Excel

PowerPoint

Google Workspace

QuickBooks

Database management

Website admin

Phone customer service

Communication skills

Team player

Detail oriented

Education

High School Diploma

Tools

Office equipment

Job description

Position Opening: Administrative Assistant

Organization: Naples Community Orchestra

About Us

From its beginnings in 1995, the Naples Community Orchestra has become a place where professional, community, and student musicians perform together—and where audiences, volunteers, and supporters all help bring the music to life. What has endured throughout its existence is the commitment of musicians, audiences, and supporters who believe live orchestral music belongs in the life of the community.

Administrative Assistant Profile

The Administrative Assistant will perform a variety of administrative and clerical support tasks to facilitate the efficient operations of the Naples Community Orchestra. The Administrative Assistant will provide support to staff and volunteers through a variety of tasks related to organization and communication, coordinating the daily office needs and overseeing the Association’s general administrative activities. The individual will be required to establish regular daily office hours but maintain flexibility based on the needs of the organization.

Schedule and Compensation

• Schedule: Hourly, part-time schedule of 12-15 hours per week.
• Flexibility: Requires availability for possible extended hours, including evenings and weekends, to support concerts, events, or peak workloads.
• Pay Rate:$20-$22 per hour, depending on experience.

Primary Responsibilities include, but are not limited to:

• Assist the President and President-designated board member with various projects as needed including mailings, tracking of donor benefits, concert ticketing, printing projects, event and concert support, processing office supply orders, and disseminating communications.
• Compose, edit, and proofread correspondence and reports, and prepare a range of administrative documents, reports, charts and presentations.
• Scan and upload music to our website.
• Maintain accurate database and eNewsletter information.
• Maintain all contact and communication lists, spreadsheets and documents.
• Track incoming bills and reimbursement requests, organizing and preparing them for processing.
• Coordinate, design, and manage the layout of electronic newsletters, balancing written content with visual graphics to ensure a polished final product.
• Prepare and mail contribution thank you and tax receipt letters.
• Prepare and mail invoices for pledged businesses and donors.
• Provide direction and information in response to all incoming calls, email and mail inquiries.
• Sort and distribute mail; prepare, record and deliver outgoing mail.
• Maintain appropriate filing systems.
• Maintain organizational calendars.
• Keep reception and common use areas clean, tidy and orderly.
• Assist on concert and event weekends with ticketing and other tasks.

Desired Qualifications and Competencies

• High School Diploma or equivalent.
• Proficiency in using MS Word, Excel, PowerPoint, Google Workspace and QuickBooks (or a willingness to learn).
• Basic experience with database management and website backend administration.
• Comfort operating office equipment including computers, printers, scanners and filing systems.
• Strong telephone and customer service acumen.
• Excellent communication, writing and interpersonal skills.
• Ability to work on own initiative, prioritize and handle multiple responsibilities with ease.
• Ability to take direction, feedback, and work both independently and as a team member.
• Detail oriented, highly organized, productive, and committed to excellence.
• A positive attitude and a professional approach to problem-solving.