Program Assistant

Stagetime Inc.; Covington, Northern (KY, KY); Hybrid; USD 28,000 - 34,000; Part time

Job summary

Schmidt Vocal Arts in Covington, KY, is seeking a Program Assistant to support programs and staff. The role is part-time, non-exempt, with 10–20 flexible hours per week and an hourly rate of $20–$25.

You will coordinate travel, assist with competitions, manage communications, and help with social media, marketing, and general office duties. A Bachelor's degree or commensurate experience is preferred, with 2–5 years in administration.

Qualifications

• Bachelor’s degree preferred or commensurate experience.
• 2–5 years of administrative experience preferred.
• Prior experience in music or vocal arts is a plus.
• Strong writing and proofreading skills with attention to detail.
• Proficient with Microsoft Office and Google Suite.

Responsibilities

• Coordinate travel for adjudicators and vocal programming teams and manage travel logistics.
• Facilitate on-site logistics, performance schedules, and participant communications.
• Support social media and marketing efforts; create posts with Canva.
• Prepare documents, manage office systems, and respond to inquiries by phone, email or website.
• Assist with event planning and coordination with partners and vendors.

Skills

Administrative experience

Microsoft Office

Social media

Canva

Writing & proofreading

Travel coordination

Education

Bachelor's degree preferred

2–5 years admin experience

Tools

Excel

PowerPoint

Outlook

Google Workspace

Job description

Schmidt Vocal Arts (www.schmidtvocalarts.org) is seeking a Program Assistant to support programs and staff. We are looking for an individual to join our team who is a self-starter with an interest in the vocal arts. The ability to multi-task and think creatively while maintaining complex scheduling and managing administrative support is essential to this position. The ideal candidate for this job is able to work independently, prioritize, think critically, and thrive in a deadline driven environment.

Job Type/Location

• Part-time, non-exempt
• 10-20 flexible hours per week
• $20-25 per hour, commensurate with skills and experience

Responsibilities and Duties

Competition and Program Support

• In consultation with Program Manager, coordinate travel for adjudicators and vocal programming team including handle all aspects of travel logistics, accommodations, meals, and reservations
• Communicate with participants and facilitate the flow of information in advance of the competitions regarding on-site logistics and performance schedule
• Use a competition program template to tailor information specific to each competition or program

Social Media and Marketing Support

• After direction by Program Manager, implement social media strategy on various channels, including but not limited to Facebook, Instagram, and TikTok.
• Update templates and create social media posts using Canva

General Office Support

• Create and revise documents as needed and requested by the Executive Director and Program Manager
• Create and maintain general organization, office management, and file keeping for the organization
• Make simple content updates to the website
• Maintain and order office supplies by checking inventory
• Communicate in a professional manner when responding to questions and requests for information on the phone, website, and email
• Answer incoming calls and assume receptionist duties

Event Support

• Assist the Executive Director and Program Manager with event planning
• Coordinate with partners and vendors to order trophies, medals, materials

Education, Skills and Experience

• Bachelor’s degree preferred or commensurate experience
• 2-5 years of prior administrative experience preferred
• Prior experience in music or appreciation of the vocal arts is a plus
• Thorough knowledge of Microsoft Office Suite, including Excel, PowerPoint as well as Outlook and/or Google Suite
• Strong writing and proofreading skills

Further Consideration

• The successful candidate will be subject to a background check
• The successful candidate will be able to travel if necessary
• The successful candidate will be able to work comfortably in a hybrid position, including an at-home and co-working environment in the SVA office in Covington, KY (Cincinnati metro area).

About Schmidt Vocal Arts

Funded by the William E. Schmidt Foundation, Schmidt Vocal Arts is committed to fostering a passion for classical singing and to creating opportunities for young singers. Led by Executive Director Linda McAlister, Schmidt Vocal Arts boasts many accomplished alumni who have gone on to pursue music degrees and enjoy successful careers in the arts. The Schmidt Vocal Competitions– the oldest of the Foundation’s programs– have touched the lives of more than 5,000 developing high school and undergraduate singers, awarding a total of over $4 million in cash awards and scholarships since its debut in 1997. Other Schmidt Vocal Arts programs include:

Schmidt Vocal Institute, a two-week intensive summer residential program where singers learn from world-renowned artists, participate in workshops and master classes, and perform with other talented musicians;

Schmidt Vocal Education, offering regional and online programs for singers and teachers to learn, challenge themselves, and participate in performance experiences; and

Schmidt Vocal Scholarships, a program that provides need-based support for talented singers continuing their professional vocal education.