Job Center > Administrative Assistant - Schmidt Vocal Arts

Administrative Assistant - Schmidt Vocal Arts

This is a Permanent, Full-time position.

Category: Other
State/Province: Cincinnati, OH
Position: Administrative Assistant
Deadline: July 31, 2019
Posted: May 13, 2019

Job Description / Duties

Job Summary

Schmidt Vocal Arts ( and ) is seeking an Administrative Assistant to manage the Cincinnati, Ohio office and handle duties for the Executive Director. 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.

Responsibilities and Duties

Competition and Program Support
•Coordinate travel for Executive Director, 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
•In advance of each competition or program, send travel and program itineraries to adjudicators and contracts for judges
•Prior to each competition, communicate with on-site champion at each host institution to ensure that all logistics and details are confirmed
•Conduct expense report reconciliation, communicate with adjudicators to resolve issues and coordinate as needed with the bookkeeper
•Use a competition program template to tailor information specific to each competition or program
General Office Support
•Assist with schedule management for the Executive Director
•Create and revise documents as needed and requested by the Executive Director
•Create and maintain general organization, office management and file keeping for the organization
•Help with board meeting preparation including calendaring, materials, travel and meeting set up
•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
Record Keeping and Database
•Track all applications for competitions and the vocal institute as they are received online
•Manage database information and reporting at the direction of the Executive Director
•Prepare and send follow up communications to teachers, students, parents
Event Support
•Assist the Executive Director with event planning
•Coordinate with partners and vendors to order trophies, medals, materials

Qualifications / Required Skills

Education, Skills and Experience

•Bachelor’s degree preferred or commensurate experience
•3-5 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
•Salesforce experience a plus

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 co-working environment, not a traditional office environment

Contact Information

To apply for this position please send a cover letter and resume to

Employer Profile

The William E. Schmidt Foundation was founded in 1992 with the mission of encouraging youth in the arts. Today the foundation sponsors 16 vocal competitions, a summer institute for talented high school singers, opera outreach programs, need-based college scholarships and educational master classes throughout the United States.