Part-Time Orchestra Admin Assistant – Flexible Hours

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

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.