Title: Marketing & Administrative Assistant
Status: Regular hourly, part-time (20-25 hours/week), including paid 15 minute breaks, not including unpaid lunch breaks. Not exempt.
Reports to: Executive Director
Hours: Typical in-office hours: Mon, Wed, Fri: consistent schedule to be determined with Executive Director; Typical rehearsal hours: Tue, 4pm-9pm (September – June; multiple locations). Schedule varies based on additional events and seasonal needs. Position requires some weekend and evening work
Benefits: Paid holidays (9), pro-rated; Paid sick leave as required by law
Oregon Repertory Singers is a premier choral arts 501(c)3 nonprofit organization founded in 1974 and is focused on performing world-class music accessible to all. Its professional-caliber adult choir of over 100 members was recently lauded as “the city’s finest large choir” and performs three annual programs. Our education- and performance-based youth choir serving children ages 4-18 is one-of-a-kind in the Portland area.
We are committed to nurturing the singers, listeners, and supporters of this generation and the next!
The Oregon Repertory Singers Adult Choir, under the direction of Dr. Ethan Sperry, was recently awarded The American Prize in Choral performance, Community Choir Division (2018-2019) for its latest album release, “Shadows on the Stars.” The Adult Choir programs repertoire that promotes music from the newest generation of great composers alongside celebrated choral masterworks. Our singers represent many different communities throughout NW Oregon and SW Washington.
The Oregon Repertory Singers Youth Choirs, under the direction of Kimberly Skondin, was established in 1994 to provide music education and choral performance opportunities for children (ages 4 to 18) in the greater Portland and SW Washington areas. Children who sing in choirs do better in school, make friends and build skills that benefit them throughout their lives. This program teaches students to sing what they see and write what they hear. The youth choirs program includes four age appropriate co-ed choirs and two specialized groups that perform two annual concerts and many community performances.
The Marketing & Administrative Assistant supports the Executive Director by assisting in marketing and development strategies, maintaining volunteer relationships and projects, providing excellent customer service, and executing general administrative duties.
Essential Duties and Responsibilities
1. Develop and execute consistent social media presence on Facebook and Instagram in support of youth and adult programs. Coordinate social media plan in conjunction with marketing and development strategies.
2. Maintain up-to-date website and align content with marketing and development strategies.
3. Manage MailChimp Email calendar; prepare email content, keep updated mailing lists and execute digital communication per marketing plan strategies, which Executive Director approval.
4. Identify outreach opportunities for adult and youth programs for each concert and/or event.
5. Assist with youth and adult choir print programs, invitations, flyers, etc.; content collection and formatting (as needed), coordinate with designer and printer, etc.
1. Attend youth and adult choir rehearsals, as requested by the Executive Director (September – June) to distribute materials, receive payments, and answer questions.
2. Support Youth Choir Artistic Director with marketing needs, as needed and requested by Youth Choir Artistic Director. (i.e. social media, flyer distribution, etc.)
3. Assist Operations Manager with membership paperwork/agreements, enrollment forms, permission slips, etc, as needed.
4. Serve as point of contact for current and prospective choir members, as well as audience/community members. Direct all financial questions to Operations Manager.
1. Coordinate and schedule volunteers for concerts, special events and office projects as needed. Maintain regular communication with volunteers (scheduling details, reminders, responsibilities and expectations, etc.)
2. Act as lead supervisor of volunteers at Oregon Repertory Singers events, including but not limited to all concerts and the annual gala.
3. Develop process for tracking volunteer hours and acknowledgement.
4. Identify opportunities to grow ORS’ volunteer base.
1. Assist in daily office operations and general administrative duties including, but not limited to:
– maintaining internal database and filing systems
– answering general phone calls and responding to emails
– opening and distributing mail as needed
– assisting in preparation of mailings, reports, invitations, RSVP tracking, and other materials
– minor errands (e.g. bank deposits, supply purchasing, etc)
2. Assist in execution of timely and accurate donor acknowledgement letters.
3. Assist in preparation and distribution of large mailings including fundraising appeals, marketing campaigns, acknowledgement letters, event invitations, etc.
4. Maintain organized historical and archival files for marketing materials, programs, sheet music, etc.
5. Participate in concert preparations for all ORS concerts, including ticket preparation, concert hall setup, front of house duties (e.g. sales, ushering), and concert hall clean up
6. Participate in gala activities as assigned by the Executive Director before, during, and after the gala, including setup, volunteer management during the event and gala clean up.
7. Assist in planning additional events including donor receptions, participant social events, etc., as requested.
1. Attend all concerts and other organization events unless excused by the Executive Director.
2. Maintain general office organization.
3. Maintain a professional and appropriate demeanor and behavior.
4. Maintain confidentiality of all confidential information learned in the course of employment.
5. Other duties as assigned by Executive Director
Experience and Qualifications
• High school diploma or equivalent
• Motivated by and attentive to the Oregon Repertory Singers mission
• Computer and technological proficiency, including knowledge of Microsoft Office Suite
• Ability to read, write, and interpret documents written in English.
• Driver’s License and Insurance Coverage valid in Oregon and access to a dependable vehicle.
• Bachelor’s degree or equivalent
• Proficient knowledge of Salesforce or similar CRM/database program
• Customer service and/or volunteer supervision experience
Competencies and Qualities
• Maintain confidentiality of all confidential information learned in the course of employment.
• Professional and appropriate demeanor at all times.
• Proper attendance and punctuality.
• Ability to multitask and meet deadlines.
• Dependability, accountability, and strong work ethic.
• Flexibility, creativity, and adaptability to various work environments, balancing team work and individual/leadership responsibilities.
• Ability to interact with a wide variety of personality types maintaining a positive outlook, respectful demeanor, patience, and enthusiasm.
• Interest in the performing arts, choral arts, music education, and/or nonprofit administration.
• Good sense of humor, patience, maturity and a “roll up your sleeves” attitude.
Standing, sitting, walking, bending, stooping, reaching, and kneeling. Must be able to safely lift up to 30 lbs.
Oregon Repertory Singers (ORS) does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.
Interested applicants should send a cover letter and resume to email@example.com. Please no phone calls.