We're Hiring!

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Position Overview

We are seeking a dynamic, highly organized, and proactive Admin Assistants to join our leadership team for the upcoming season.

This is a paid, part-time position that serves as a crucial bridge between our Executive Team, our Instructional Staff, and our Internship Program. Transitioning beyond foundational tasks, this role handles high-level nonprofit operations, event production, grant writing, and team delegation.

Candidates must be available to work in person at rehearsals, concerts, and events in the Greater Orlando area. Occasional travel within Orange, Osceola, Lake, and Seminole Counties is required. 

Having reliable transportation to events and rehearsals is a REQUIREMENT for this position.

Pay: $17 per hour

Frequency: at least once per week

When: Mon-Thurs, Evenings 4-8 hrs (Exact date and time varies depending on site you are selected for)

Start Date: November, 2026

Key Responsibilities

Supervision, Delegation & Staff Logistics

• Attend designated rehearsals and oversee/manage the workflow of Administrative and Instructional Interns, ensuring tasks are completed accurately and on schedule.
• Coordinate schedules and logistics for supplemental directors, guest clinicians, and artistic staff.
• Act as the primary point of contact for parents/students, intern questions, schedule coordination, and task troubleshooting.

High-Profile Event Production & On-Site Leadership

• Lead the coordination and execution of major organization events (e.g., Annual Benefit Concerts, high-profile venue performances like the Orlando Philharmonic Lobby, and collaborative events like the Orlando Ballet Combined Concerts).
• Manage all on-site event logistics, venue coordination, and staff placement, ensuring smooth operations under fast-paced conditions.
• Oversee the setup of public-facing information booths and represent OYCE professionally to patrons, parents, and community partners.

Program Development, Marketing & Outreach

• Develop foundational program materials, including interest forms, audition packets, and registration pipelines for specialized groups (e.g., Jazz, Salsa, and Commercial ensembles).
• Drive community outreach and marketing by creating social media content and representing OYCE at major regional industry events (e.g., the Florida Music Education Association FMEA Conference).

Executive Administration & Financial Support

• Research, draft, and submit grant applications to secure funding for OYCE programs and initiatives at Executive Team discretion
• Directly support the Executive Team and Board of Directors by organizing schedules, attending high-level meetings, and record/distribute definitive minutes.
• Review, finalize, and distribute official correspondence, memos, and forms on behalf of leadership.

Systems Optimization & Data Management

• Maintain and optimize digital infrastructure, including Google Workspace, website updates, internal filing systems, and student/parent databases.
• Develop technical solutions and automations (e.g., creating scripts for detailed spreadsheets) to streamline data tracking, enrollment, and attendance records.
• Ensure absolute confidentiality and discretion regarding sensitive organizational and student data.

Qualifications

• Education: High School Diploma required; Bachelor’s degree or coursework in Arts Administration, Nonprofit Management, Business, Music Business, or a related field is highly preferred.
• Experience: Minimum 1–2 years of experience in an administrative or operational role. Previous experience in event coordination, grant writing, or a supervisory/leadership role is strongly preferred.
• Technical Skills: Advanced proficiency in Google Workspace (Sheets, Docs, Drive).
• Experience with spreadsheet automation/scripting (e.g., Google Apps Script) is a major plus.
• Proficiency in basic website content management and social media platforms.
• Equipment: Must possess a reliable personal laptop/tablet for onsite work and reliable transportation for regional events.

Core Competencies:

• Exceptional project management and multitasking abilities.
• Strong delegation skills and the ability to motivate student interns.
• Excellent written communication skills, with a knack for professional correspondence and technical writing (grants).
• Strong problem-solving abilities and a high level of professional discretion.