Administrative Associate

The Academy of Vocal Arts is seeking an enthusiastic and dynamic candidate to join its team as Administrative Associate. The Administrative Associate is a central component of the staff and is involved in all the “moving parts” of the Academy. This is a great opportunity for an entry-level candidate looking to gain varied experience in the non-profit arts sector.  

Responsibilities and Duties

• Provide a welcoming atmosphere as a “first point of contact” for all incoming visitors to AVA, presenting a professional image.
• Answer and screen all incoming phone calls into the organization; assess importance, take messages and direct calls where necessary, and respond to inquiries with as much information as possible before passing calls to other staff members.
• Answer the doorbell allowing people access into the building following security protocol, ensuring that outside vocal students find their teachers, locate staff and faculty members as necessary.
• Arrange and train work study for coverage for front desk during absent times – lunch, appointments, vacation, etc. and coordinate with Dean of Students
• Coordinate and receive mail and packages, updating USPS staff members as to mail hold dates. Contact package recipients.
• Act as Box Office Associate, assisting the Director of Patron Engagement with processing single ticket and subscription sales, exchanges, and monitoring the wait list for performances.
• Monitor front office space and keep it tidy, preparing the space for events as necessary.
• Assist with scheduling meetings as necessary.
• Work with the Dean of Students and staff members to coordinate an after-hours schedule.
• Collaborate and assist all departments with administrative tasks as needed.
• Lock up and secure the building at the end of the day with awareness of late workers and marking them on the white board.
• Order office supplies and household supplies in conjunction with Finance Office.
• Maintain organization of supply room and replenish supplies, as needed.
• Contact IT provider and Momentum as point person for computer and phone issues.

Required Qualifications

• This position requires strong attention to detail. The ideal candidate will be motivated and able to work both independently and as part of the team, when required. A good sense of self-direction and ability to manage priorities and tasks when faced with varying deadlines. The ideal candidate will also have strong time management skills.
• This position requires working with a variety of personality types across the entire organization. The ideal candidate will have an upbeat, positive personality, good sense of judgment, and self-confidence.
• Willingness and eagerness to learn. A sense of curiosity and a good sense of humor.
• Experience with ticketing database Tessitura preferred but not required.
• Knowledge of classical music and opera preferred but not required.

The Academy of Vocal Arts (AVA) is an internationally renowned institution that trains young artists as opera soloists. Ava is an Equal Opportunity Employer.

To apply, send your resume and cover letter to [email protected].