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 and will have duties in the Box Office, Development, and Marketing departments.  This position will also provide administrative support to the President/Artistic Director and Vice President/General Manager. This is a interesting opportunity for an entry-level candidate looking to gain a varied experience in the non-profit arts sector.  The Academy of Vocal Arts is an equal opportunity employer.

Please send a one page resume and cover letter to opportunities@avaopera.org 

Responsibilities and Duties

• Provide a welcoming atmosphere with a professional image as “first point of contact” for all incoming visitors to AVA. 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 door bell- allowing people access into the building following security protocol, ensuring that outside vocal students find their teachers, locate staff and faculty members as necessary.
• Provide administrative support to the President and Artistic Director and Vice President and General Manager.
• Coordinate and receive mail and packages, updating USPS staff members as to mail hold dates. Contact package recipients.
• Monitor front office space and keep it tidy, preparing the space for events as necessary.
• Track attendance for monthly Finance Committee and quarterly Investment Committee meetings with e-mail and phone call reminders.
• Order, set-up, and clean-up lunch for monthly Finance Committee meetings.
• Assist with additional schedule meetings as necessary.
• Monitor info@avaopera.org email address, responding to inquiries as necessary and forwarding emails to appropriate parties, if required.
• Work with the Dean of Students and staff members to coordinate an after-hours schedule.
• Monitor and record all Resident Artist work study hours, working with Business Manager to make sure checks are fulfilled.
• Distribute fellowship checks to AVA Resident Artists.
• Lock up and secure the building at the end of the day with awareness of late workers and marking them on the white board.
• Maintain organization of supply room and replenish supplies, as needed, in conjunction with Business Manager
• Contact Jobecca and Momentum as point person for computer and phone issues.

Box Office/Performance Duties

• Act as Box Office Associate, assisting the Box Office Manager with processing single ticket and subscription sales, exchanges, and monitoring the wait list for performances.
• Serve as information source for patrons calling about casting and ticketing concerns.
• Serve as House Manager for all Helen Corning Warden Theater performances and concerts; duties may include: tearing tickets/ushering; working the premium seating area; serving as a visitor services assistant through the performance during intermissions; assisting Box Office Manager with any issues. Scan torn tickets into Tessitura.
• Travel to most “away” shows to work Will-Call ticket desk.
• Managing the wait list for all performances and coordinating with the Director of Marketing and PR and Box Office Manager for released tickets.

Communications and Marketing

• Work with Director of Marketing and PR on other projects as assigned such as social media posts, blog posts, and annual mailings.
• Assist with AVA Young Professional to plan and coordinate events and manage e-mail and contact lists.

Development

• Assist Development department with regular mailings, gift processing and thank you letters when necessary.
• Attend and assist with development events such as the annual black-tie Gala, intermission receptions, and traveling trips with patrons.

Qualifications

Required

• This position requires strong attention to detail. The ideal candidate will be motivated and able to work both independently and as part of 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 the incumbent to work with a variety of types of personalities across the entire organization. The ideal candidate will have an upbeat, positive personality, good sense of judgment, and self-confidence.
• Some evening and weekend work will be required.
• Willingness and eagerness to learn. A sense of curiosity and good sense of humor.
• Experience with Tessitura preferred, but not required.
• Bachelor’s Degree 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.