Administrative Assistant Search

Job Description

Under the supervision of the Executive Director and Artistic Director, the Administrative Assistant will mainly assist in the coordination and administration of Membership records and support operations within this department. As time allows, the role may also assist with marketing, general administration, and/or events to support smooth operations within each. The Administrative Assistant is a contracted, year-round, part-time position that would be a mix of in-person and remote work. This role is not eligible for benefits, though it is eligible for the staff perks as listed in the OVC onboarding document.

Essential Duties & Responsibilities

  1. Membership Records and Support
    • Sends a weekly email of updates to Chorus (most of which are from rehearsal announcements) to assist the AD and ED.
    • Assures all dues are paid / deadlines are clear to the Chorus
    • Assures all member information is in ChoirGenius. Assisting members with this resource as needed (finding volunteer signups, synchronizing to their Google calendar, etc).
    • Helps community leaders with weekly attendance-taking, and ensures accuracy of attendance records throughout concert cycles
    • Creates name badges each concert cycles (orders more badges/lanyards as needed)
    • Gathers names and pronouns for each concert program for Marketing team and ensures they are reflected accurately in ChoirGenius.
    • Posts events, rehearsals, and concerts in ChoirGenius. Assists AD and ED in making sure the calendar is up-to-date.
    • Provides coordination and organization within ChoirGenius. This role understands all CG how-tos from a membership perspective
    • Assists VP with Welcome Weeks and Potluck coordination
    • Assist VP with Membership operations as needed (committee sign-ups, member surveys, arranging afterparties, scholarship communication, etc.)
    • Attends monthly Membership Committee meetings as scheduled.
  2. Marketing Assistance
    • Social posts – with the hopes of posting 5+ times a week in tandem with the ED and Marketing Chair
    • Shares community posts to show our support of other local queer events (PFLAG, GMCC, etc)
    • Assistance with creating and formatting OVC’s quarterly newsletter
  3. Administration
    • Assist in monitoring our main, public-facing inbox (info@onevoicechorus.com)
    • Assisting at events (setup/teardown/Pride/outreach/etc). This is not a main requirement of this role, but if time allows the Admin Asst can jump in and assist in moments when all-hands are needed.
  4. Other duties as assigned, with the understanding that this contracted team member will be honest in not working more than 12.5 hours per month.

In addition to these tasks, the Administrative Assistant must be willing to accommodate all members of One Voice Chorus with varying levels of experience, mobility, and skill. The Administrative Assistant must also comply with standards of conduct set forth by OVC in the Member Handbook and as otherwise set forth by the Board of Directors.

Most importantly, this is a collaborative role supporting the ED, AD, and Board (mainly the VP). All parties should strive to work harmoniously to create a safe space at all times that supports the ongoing mission of OVC and uplifts our community.

Education/Experience

No degree required. 2+ years in a detail-oriented, professional role with a proven track record of self-sufficiency, organization, and attention to detail. Specific emphasis given for individuals who have experience in working with a large Chorus in a previous experience.

Physical Demands

The physical demands described here are representative of those that must be met by an contractor to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The contractor may at times lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the contractor is regularly required to sit; use hands to handle or feel and talk or hear. The contractor is frequently required to stand; walk; reach with hands and arms and taste or smell. The contractor is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

Application Requirements

Please submit a resume and brief cover letter to info@onevoicechorus.com with “Administrative Assistant Application” in the subject line. In your cover letter, please outline: 

  1. What drew you to One Voice Chorus of Charlotte?
  2. How do you organize yourself?
  3. How do you optimize impact for any work that you do for our LGBTQIA+ community?

Compensation & Payment Schedule

$250/month, which totals $3000 per year. Paid in monthly installments.

Hours per month: The estimated hourly breakdown is $20/hr, which totals 12.5 hours per month (avg. 3 hrs per week).

Timeline

The job will be open until filled, however applications received before August 1, 2024, will receive the highest consideration.

Thank you for your interest in working with One Voice Chorus of Charlotte!