JOB OPENINGS

Administrative Assistant

Orhcestra of St. Luke's (OSL) is seeking a highly competent, full-time, entry-level assistant with a passion for performing arts to support the following organizational goals: 

  1. Seamless administrative operations at OSL offices
  2. Accurate, timely and efficient financial operations to support multi-faceted business operations
  3. Successful response and escalation of incoming communications (mail/phone/emails)
  4. Smooth box-office experience for self-presented concerts and events
  5. Excellent customer experience of self-presented concerts and special-events

 

DUTIES AND RESPONSIBILITIES

Manage incoming communications for office
  • Answer and field incoming administrative calls (backed up by Executive & Development Assistant)
  • Sort and distribute mail
  • Manage the OSLinfo email account
Take Ticket Orders/RSVP’s and Manage Ticket Fulfilment 
  • Answer phones and speak to customers during OSL box-office hours 
  • Process all phone, mail-order, and web ticket orders in Spektrix
  • Fulfil ticket orders (VIP and all functions of processing orders)
  • Assist in front-of-house operations for self-presented concerts
  • Attend third-party concerts and staff table for marketing email sign-ups and CD sales as needed
Assist Finance Operations
  • Make QuickBooks entries for selected accounts receivable and accounts payable
  • Reconcile corporate credit card statement to cardholder expense reports
  • Coordinate/execute all mailings, including A/P and tax-related mailings
  • Maintain hard copy filing system 
  • Assist with annual audit 
  • Liaise with vendors and local agencies 
Manage General Administrative Needs Of The Office
  • Coordinate response to IT issues
  • Manage phone/voicemail system administration
  • Schedule meetings and conference calls
  • Manage office supplies inventory
  • Manage company-wide information sharing for annual 80+ concert season
Support Specific Administrative Needs of Finance & Administration and External Affairs Departments
  • Assist the VP of Finance & Administration whenever needed
  • Work with Business Manager to ensure smooth operation of finance department
  • Assist in the management of all PR and other content related to 80+ concert season 
  • Fill in for social media, concert photography, and other external affairs and audience engagement functions as needed
SALARY AND BENEFITS
  • Entry-level salary, non-exempt
  • Medical insurance (eligible after 90 day waiting period)
    • 3% of salary employee contribution toward premium. 
    • Employer-paid health reimbursement arrangement covers most eligible, in-network, out-of-pocket expenses (pro-rated during first year of employment)
  • Basic dental insurance provided. Upgraded dental and vision insurance available.
  • Voluntary, employee-paid 403(b) tax-sheltered annuity plan 
  • Employer-paid retirement plan (employer contribution of 3% gross salary) available after one year of employment
  • Commuter benefit plan, with pre-tax salary contribution up to $260 per month.
  • Annual paid leave consists of up to 15 vacation days, 3 personal days, 10 company holidays, and 6 sick days (additionally, at the discretion of the Executive Director, the days between Christmas and New Year)
QUALIFICATIONS
  • Bachelor’s degree
  • 1-2 years or relevant office experience 
  • Demonstrated high-level of organizational capabilities in approach to work projects and daily tasks
  • Deep knowledge of Microsoft Office suite 
  • Experience with Quickbooks (or similar accounting software) 
  • Experience with ticketing and event management is a plus 
  • Interest in classical music is a plus
  • Strong communications skills: written and verbal
  • Customer service experience
WORKING CONDITIONS
  • Open work space at an active performing arts center
  • Expected to work some evenings and weekends at events and to assist front of house.
  • The position sits between the Finance and Administration Department and the External Affairs (marketing, communications, digital) Department. The role reports to the VP of Finance and Administration and the External Affairs Director, and works very closely with the Business Manager and the Marketing Operations and Database Manager. 
PHYSICAL REQUIREMENTS
  • Basic office and conversational functions
  • Ability to move light chairs and tables on occasion
  • Ability to move boxes up to 20lbs for front of house set-up
TO APPLY

ABOUT ORCHESTRA OF ST. LUKE'S
Orchestra of St. Luke’s (OSL) began in 1974 as a group of virtuoso musicians performing chamber music concerts at Greenwich Village’s Church of St. Luke in the Fields.  Now in its 43rd season, the Orchestra performs over 80 concerts a year, at 19 different venues, in all five boroughs of New York City.  Nearly half of OSL’s performances are presented for free through its education and community programs, reaching over 10,000 New York City public school students annually. OSL built and operates The DiMenna Center for Classical Music in Hell’s Kitchen, New York City’s only rehearsal, recording, education, and performance space dedicated to classical music. It serves more than 500 ensembles and more than 30,000 musicians each year.

Orchestra of St. Luke’s full-time administrative staff numbers approximately 22 and has offices at The DiMenna Center for Classical Music in Manhattan’s Hell’s Kitchen.

Orchestra of St. Luke’s provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

 

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