Are you looking for an exciting opportunity with a good mix of administrative and finance responsibilities? Do you have a passion for the Arts? If so, this position might be for you!

Position Overview

The Administrative & Finance Assistant provides support to the President & CEO and to the Finance Department. This individual serves are primary liaison to the Board of Directors and assists with general administrative duties and management.

Duties and Responsibilities

Administration and CEO Support

• Provide general support to President & CEO, including scheduling meetings, preparing materials for meetings, confirming appointments, drafting business correspondence, organize travel, as needed.
• Serve as liaison to the Board of Directors
  • Maintain Board records and documents, including contact lists, committee membership, tracking of Board terms, the Board Book
  • Assist with Board and Committee meetings, including scheduling, collecting attendance responses, drafting minutes, sending reminders, arranging meeting locations, creating online meeting links etc.
• General office support
  • Gathering, sorting and distributing incoming mail; posting outgoing mail
  • Greeting guests visiting the administrative offices
  • Order company office supplies

• Other duties as assigned.

Finance

• Good written and verbal communication with finance team daily
• Follow policies and procedures
• Daily posting of invoices in the accounting system including proper attachments
• Maintain master vendor list in Financial Edge
• Ensure new vendors are set up in Financial Edge and submit W-9
• Filing documents in physical and digital storage areas
• Process remote bank deposits
• Daily posting of reports from Tessitura for development and box office
• Recording journal entries with proper attachment
• Assist Administration and Finance Manager with projects as requested
• Ensure timecards are completed by staff and submitted on time each pay period
• Set up new employees in Paychex payroll system
• Record daily bank activity in Financial Edge
• Fielding incoming checks and invoices for processing

Skills and Qualifications

• Minimum of a Bachelor’s degree.
• High degree of organizational skills.
• Ease with communications and excellent writing.
• Background and/or experience in non-profit, preferred.
• Discretion with private information and ability to manage sensitive inquiries.
• Interest in classical music or performing arts a plus.
• Experience in Microsoft Word, Excel and Outlook.

Compensation

Salary commensurate with experience. La Jolla Music Society offers paid vacation, holiday, and sick time; parking; and contribution to a 401K account, as well as health, dental, and vision insurance coverage.