The Portland Symphony is an equal opportunity employer and is committed to diversity, equity, and inclusion in all areas of the organization. We seek to develop a diverse candidate pool and welcome nominations and applications from all qualified candidates regardless of race, gender, sexual orientation, age, disability, religion, or national origin.

 

ADMINISTRATIVE POSITIONS

THERE are three administrative POSITIONs open at this time

Executive Assistant & Office Manager, Grant Writer, and Front of House Coordinator.

 

AUDITIONS

THERE are no upcoming auditions

 

 

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Administrative Positions

 

Executive Assistant & Office Manager 

JOB TITLE: Executive Assistant & Office Manager
DEPARTMENT: Executive and Administrative
REPORTS TO: Executive Director
LOCATION: Portland, Maine
SALARY: Upper $40,000s + Benefits + Overtime Eligible

The Portland Symphony Orchestra seeks an experienced and highly organized individual to fill the full-time position of Executive Assistant/Office Manager. This role provides essential support to the Executive Director (ED) and manages day-to-day office operations, allowing staff to focus on mission-driven work and increasing funding and resources for the PSO.

Duties and Responsibilities
Support Executive Director and Leadership

• Support Executive Director and Leadership in order for leadership to use time and resources efficiently, increasing fundraising capacity, productivity, impact, and focus on strategic work
• Serve as liaison between the ED and key stakeholders, ensuring excellent customer service.
• Collaborate with the Development department to support patron cultivation and stewardship, including drafting correspondence and planning events.
• Oversee and manage the ED’s calendar, including meetings and communications.
• Provide operational and administrative support as needed.
• Organize and prioritize internal communication, flag action items, and manage tasks.
• Conduct research and draft communications for the ED.
• Handle invoicing, expense reports, reimbursements, and travel arrangements.
• Prepare the ED for meetings, including creating agendas and tracking follow-ups.

Serve as Liaison to Board of Directors

• Oversee board and committee meeting calendars and logistics.
• Document and distribute board-related documents (e.g., bylaws, minutes).
• Manage communications to board members regarding meetings and events.
• Maintain the board website and handle meeting bookings, logistics, catering, etc.
• Record and distribute meeting minutes.

Manage Office Logistics

• Maintain office and janitorial supply inventory and perform regular office rounds.
• Oversee office storage, file maintenance, and organization of supplies.
• Support PSO’s technology needs, including vendor management and troubleshooting.
• Assist with phone operations.
• Organize staff meetings, including reminders and materials.
• Ensure the office is tidy and organized, coordinating cleaning as needed.
• Act as liaison with building management for suite needs.
• Manage office vendor relationships (e.g., copier, phones).
• Oversee office gatherings, meetings, retreats, celebrations and employee recognitions.
• Support large-volume mailings and general office tasks.

Manage Staff Logistics

• Handle new hire orientation and termination processes.
• Manage benefits enrollments and terminations, ensuring payroll consistency.
• Liaise with the benefits insurance company on behalf of staff.

Additional Information
Education, Qualifications, and Requirements

• Equivalent to a four-year college degree, with additional professional or administrative experience substituting on a year-for-year basis.
• Enthusiasm for the PSO’s mission.
• Ability to be discrete, confidential, professional, and diplomatic.
• Proven track record of excellent follow-through and accountability.
• Outstanding organizational skills and meticulous attention to detail.
• Ability to prioritize tasks and execute multiple projects simultaneously.
• Ability to work independently and as a self-starter.
• Flexible and able to meet changing work needs and demands.
• Prior administrative experience required.
• Positive, can-do attitude.

Knowledge and Skills

• Proficient with Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Drive, Docs, Sheets, Forms).
• Digital literacy and comfort with online programs and apps.
• Strong writing, proofreading, and verbal communication skills.
• Excellent time management skills.
• At least one year of administrative experience.

Physical Demands and Work Environment

• Primarily indoor work, with some outdoor summer fundraising events.
• Noise level generally moderate to low, increasing in concert settings.
• Frequent sitting, with occasional standing, walking, kneeling, reaching, pushing, pulling, bending, and stooping.
• Ability to lift and carry office products and supplies up to 30 pounds.
• Normal visual acuity, hearing, speaking, finger dexterity, and hand motions required for operating office equipment.
• Proficiency in reading, writing, and communicating both verbally and in written form to exchange and understand routine information.

Availability and Mobility

• Required to be in office on Tuesday and Thursday, and throughout the week as necessary.
• Ability to work varied hours, including nights, weekends, and holidays for concert, rehearsal, and event coverage.
• Possession of a mobile phone to support Microsoft office applications, PSO telephone application, et cetera
• Possession of a valid driver’s license and vehicle a plus; background checks may be conducted as a condition of employment.

How to Apply

This is a full-time position with a competitive salary and benefits. The Portland Symphony Orchestra is committed to creating a diverse and inclusive workplace and encourages applications from candidates of all backgrounds. To apply, please submit a cover letter and resume to the Executive Director at cnishon@portlandsymphony.org by Wednesday, June 19. One PDF combining all documents strongly preferred, .doc format accepted. Please use the subject line: PSO EA-OM Application.

Orchestra Website: www.portlandsymphony.org

 

 

 

Grant Writer

JOB TITLE: Grant Writer        
CLASSIFICATION: Part-time, non-exempt     
REPORTS TO: Director of Development
SALARY: $25,000 + Benefits

The Grant Writer is responsible for all foundation and government grant fundraising, including building relationships, researching and writing grant proposals, and compiling and submitting final reports supporting annual and special project campaigns. The Grant Writer will develop and implement effective communication and outreach strategies to maintain and enhance the PSO’s reputation, promote the PSO’s goals, values and programming, and secure funding through grants. The ideal candidate will be detail-focused, articulate, driven towards results, calm under pressure, and have a sense of humor.

Requirements

• Bachelor’s degree, with 3-5 years of grant writing, with a proven track record with securing private foundation and federal funds.
• Demonstrated ability to gather and synthesize information and communicate in a compelling and succinct form.
• Strong attention to detail and ability to manage complex processes.
• Experience working independently and working collaboratively across departments to support the preparation and implementation of grant proposals.
• Commitment to meeting multiple deadlines with accuracy and discretion.
• Being able to professionally represent the PSO on the phone, in emails, and in person with donors and patrons.
• Familiarity with drafting grant budgets.
• Strong computer literacy with working knowledge of Microsoft Word, Microsoft Excel, and donor databases. Tessitura software knowledge is a plus.
• Experience in a non-profit or performing arts organization is an asset.
• Knowledge of classical music and/or a sincere interest in arts and culture.

Duties and Responsibilities

• Write and submit timely grant proposals and reports supporting annual and special project funding campaigns.
• Convery the story of the PSO in an exciting lens to compel grant awards.
• Gather information across departments for inclusion in proposals and reports.
• Liaise with foundation and local, state, and federal government staff for information gathering, proposal and report compilation, and submission.
• Maintain up-to-date SAM (System for Award Management) registration and any other registrations needed for grant submission.
• Provide foundation and government prospect research.
• Keep accurate records of all submissions.
• Participate in development team projects, events, and meetings, as needed to support the annual goals.
• Assist with front of house duties at concerts, when needed.

This is a part-time position (20 hours per week) with a hybrid schedule (in-person, remote). This person will need a smart phone that supports Microsoft Office and PSO Phone apps. 

HOW TO APPLY

To apply, please email resume and cover letter by Monday, July 1, 2024 to lrobertson@portlandsymphony.org PDFs preferred, .doc format accepted. Please use the subject line: PSO Grant Writer.

The Portland Symphony is an equal opportunity employer and is committed to diversity, equity, and inclusion in all areas of the organization. We seek to develop a diverse candidate pool and welcome nominations and applications from all qualified candidates regardless of race, gender, sexual orientation, age, disability, religion, or national origin.

 

 

 

FRONT OF HOUSE COORDINATOR

JOB TITLE: Front of House Coordinator
CLASSIFICATION:  Part-time, Non-exempt
REPORTS TO: Director of Marketing & Communication
LOCATION: Portland, Maine
HOURS & COMPENSATION: This is a part-time position for the season that requires a flexible schedule, generally including weekday evening, and weekend afternoon and evening shifts. The schedule and shift lengths will vary depending on the performance schedule; some administrative work will be required leading up to a performance. This position is compensated at $25 per hour and will require about 240 hours in total, with most activity taking place late September-June. This position is eligible for Earned Time.
ADDITIONAL BENEFITS: Complimentary tickets to select shows (pending availability).

The Portland Symphony Orchestra (PSO) celebrates its 100^th Anniversary Season in 2024-25. Widely regarded as one of the top symphony orchestras of its size in the country, its mission is to serve our community by enriching lives through music. In preparation for this milestone season, the PSO is seeking a highly responsible, collaborative individual to serve as Front of House Coordinator (FOHC) at all in-person performances during their respective 2024-2025 seasons.

The FOHC is an integral part of the experience for our audience members. This position is responsible for creating a welcoming atmosphere, ensuring that their live performance experience is as efficient, safe, and overall positive as possible. As a public-facing position, the FOHC must have excellent communication skills, be comfortable interacting with the public and be able to handle issues effectively and quickly.

Performances primarily take place at Merrill Auditorium. There, this position will work closely with the Event Manager, City Staff, and volunteer usher corps to enforce safety protocols, support patron services, and be the night-of-show representative and voice for the PSO. 

In addition to performances at Merrill Auditorium, the PSO is piloting a special Chamber Series in the 2024-25 that will be presented in venues around southern and central Maine. The FOHC will also be the main front-of-house point of contact for venue managers at the other spaces during the season. Specific duties may change depending on where the performance or event is taking place.

Please note the dates and times required for this position:

A complete list of Portland Symphony Orchestra 2024-25 concerts and events can be found here.

Please note: This list is subject to change and additional dates may be added.

For more information on the PSO, please visit portlandsymphony.org.

JOB DUTIES AND RESPONSIBILITIES
Responsibilities include, but are not limited to:

• Participate in venue assessment walk-throughs with staff to determine accessibility needs for each event.
• Work closely with the marketing team to determine and execute the lobby setup and breakdown for each event (tables, signage, promotional materials).
• Serve as the main point of contact for venue management and/or front-of-house staff to confirm staffing and setup procedures ahead of a performance.
• Work with City Staff to coordinate volunteer ushers for every performance and communicate show and venue policies in advance.
• Lead “Usher Notes” before each performance, including assigning the ushers throughout the venue
• Support and communicate with front of house staff to provide engaging customer service, serving as the main point of contact for questions related to health and safety protocols, policies, and programs.
• Oversee and manage additional night-of-show wraparound events involving audience members (artist meet-and-greets, book signings, etc.)
• Handle merchandise sales at applicable concerts and events.
• Complete an end-of-night show report detailing any patron issues after each performance with input from PortTIX box office, and venue management, including facilitation of incident reports, as needed.
• Provide additional support at select non-performance public events, such as open houses, member lounges, receptions.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

REQUIRED QUALIFICATIONS/COMPETENCIES

• Experience in customer service, with a preference towards experience in audience services in a theater or performance venue.
• Access to a car is preferred, but not required, as events take place at various venue locations in Portland and surrounding areas. The individual in this position is responsible for providing their own transportation as well as transporting lobby materials such as marketing collateral and signage.
• Comfort working independently while operating effectively within the larger team.
• Ability to solve problems and act quickly, including within potentially stressful situations.
• Excellent organization and personal time management skills.
• Applicants must be able to do the following physical tasks: stand and sit for periods of time, lift up to 30 pounds, execute or manage room set-up including moving tables, arranging and stacking chairs, setting up signage and monitor(s), moving boxes of programs.
• Smart phone available to support Microsoft Office and PSO Phone apps

PREFERRED QUALIFICATIONS/COMPETENCIES

• Possesses an appreciation for the arts and can be a positive, friendly representative at performances that span many genres and disciplines.
• Committed to active anti-racism and a deep interest or knowledge of equity, diversity, inclusion and access.
• Self-starter with excellent organization and communication skills.
• Strong listening skills, compassion and intercultural sensitivity towards people of various identity markers and life experiences.

WORK ENVIRONMENT

Events in the 2024-25 season take place at one of the following venues: Merrill Auditorium, Olin Arts Center, Meetinghouse Arts, Maine Jewish Museum, and 317 Main.

Please note: Additional venues will likely be added to this list.

• Merrill Auditorium is owned and operated by the City of Portland. A beautifully restored 1,900-seat performance venue, this majestic hall is one of the gems of Portland’s downtown Arts District. More information: com/merrill-auditorium
  
• The Maine Jewish Museum houses Etz Chaim Synagogue, one of the oldest remaining European-style synagogues in continuous use in Maine. Its sanctuary has pew seating for approx. 200 attendees on two levels. More information: org
  
• 317 Main is a community music school in Yarmouth, featuring a newly renovated building with a performance space that can seat up to 200 attendees. More information: org/
• Located in the Freeport First Parish Church Congregational, Meetinghouse Arts is an intimate 180-person performance venue. More information: org/
• The Olin Concert Hall is a 300 seat acoustically superb recital hall in the heart of the Olin Arts Center at Bates College in Lewiston. More information: edu/olin-arts-center/

HOW TO APPLY

Please email resume and cover letter by Monday, August 12 to apage@portlandsymphony.org with subject line “Front of House Coordinator”.  Format: .pdf preferred / .doc accepted.