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Auditions & Employment Opportunities

An Equal Opportunity Employer: It is the policy of the Portland Symphony Orchestra to provide all persons with equal employment opportunities without regard to race, color, religion, sex, national origin, marital status, sexual orientation, gender identity, handicap, age, or veteran status. 

 

ADMINISTRATIVE POSITIONS

THERE are two administrative POSITIONs open at this time

Executive Assistant & Office Manager and Grant Writer

 

AUDITIONS

THERE are no upcoming auditions

 

 


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.

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