Operations Administrative Assistant

About the Role
The Grand Rapids Symphony seeks a full-time Operations Administrative Assistant to provide high-level support to the Vice President & General Manager (VP/GM) and the Production Team. This office-based position is central to the smooth execution of concerts, projects, and organizational initiatives, with responsibilities spanning contract administration, scheduling, communication, and production support. Regular in-person attendance is required.

Key Responsibilities
• Provide administrative and clerical support to the Vice President & General Manager and the Production Team.
• Manage and coordinate the Vice President & General Manager’s schedule and ensure the calendar is followed and respected.
• Prepare agendas, take minutes, and provide follow-up actions for internal and external meetings, including weekly team meetings.
• Collect and request monthly parking pass needs from staff.
• Review and code production invoices and expense reports.
• Draft, proofread, and format correspondence, reports, and presentations.
• Assist in annual musician I-9 audit.
• Support cross-departmental projects led by the VP/GM, including artistic planning, contract execution, and strategic initiatives.
• Track project deadlines and deliverables, providing regular progress updates.
• Lead in the development of the Musician Handbook and Summer Packets.
• Administer and manage all artistic and production contracts.
• Maintain OPAS and support calendar management, including finalizing the season calendar.
• Create and issue greensheets, as needed.
• Create and track conductor questionnaires for each season.
• Support Orchestra Committee tasks such as communication, scheduling, and note-taking.
• Assist with the execution of artistic and production projects as assigned.
• Maintain confidentiality and discretion in all communications and handling of sensitive information.
• Assist with concert and event duty as needed.
• Other duties as assigned.

Skills and Qualifications
• Bachelor’s degree in music or related field preferred. In lieu of education, at least 2 years of relevant professional experience is encouraged.
• Musical background and/or experience working with an arts organization; knowledge of orchestra operations is preferred.
• Strong organizational, time management, and project management skills with attention to detail.
• Excellent verbal and written communication skills; able to manage multiple projects with competing deadlines.
• Proficiency with Microsoft Office and Adobe products; additional experience with SharePoint and Dropbox preferred.
• Prior data entry experience preferred.
• Ability to represent the organization in a variety of settings, working cooperatively with staff, board members, donors, and volunteers.
• Flexible, adaptable, and able to thrive in a fast-paced arts environment.
• Valid driver’s license and reliable transportation required.

What We’re Offering
• Salary: Commensurate with experience.
• Comprehensive benefits package, including health, vision, and dental insurance with HRA and FSA options.
• 100% paid long-term disability and life insurance.
• Generous paid time off and holiday schedule.
• 401 (k) retirement plan.
• Subsidized downtown parking.
• Variety in daily work, with opportunities for creativity and problem-solving.
• Inclusive, positive, and team-oriented organizational culture.

How to Apply
To apply, please email your cover letter and resume to humanresources@grsymphony.org by Friday, September 26. Applications will be reviewed on a rolling basis, and candidates advancing to the next stage will be contacted directly. No phone calls, please.

For more information about the Grand Rapids Symphony, visit www.grsymphony.org.

The Grand Rapids Symphony is an equal opportunity employer. The organization is committed to equity, diversity, and inclusion in all facets of operations and welcomes recommendations, nominations, and applications from all qualified candidates.