Executive Assistant - Part Time

Executive Assistant (Part-time, non-exempt)

POSITION FILLED

The Hochstein School seeks a part-time Executive Assistant who will report to the Director of Administration. They will provide Board, clerical, and event support for the Director of Administration and President/Executive Director. They will work regularly with Hochstein staff and faculty, facility renters, members of the Board, and members of the public.

This position is currently 20 hours per week, Monday-Friday, 1:00-5:00pm. Occasional hours outside these office hours are required to provide support for School events (e.g. morning, evening, or weekend hours).

Specific responsibilities:

• Board of Directors support, including:
  • Maintaining committee rosters, tracking attendance, collecting minutes
  • Preparing materials and anticipated attendance for Board and committee meetings
  • Coordinating logistics and arranging for lunches/hospitality for monthly Board and Executive Committee meetings
  • Assisting the Director of Administration with other communications and special projects
• Clerical support for both the Director of Administration and the President/Executive Director, including:
  • Scheduling meetings for President/Board committees as needed
  • Providing clerical and administrative support to the President/Executive Director
  • Collecting program information, contracts, etc. from faculty members, students, parents, and renters as necessary
  • Sending notification letters to participants in four annual scholarship competitions as well as the David Hochstein Recital Competition
  • Fielding requests for community performances
  • Compiling concert programs for the Live from Hochstein and Spotlight on Faculty series, and other events as needed
  • Managing and maintaining the office supply inventory for Hochstein staff
• Event support, including:
  • Assisting the Director of Administration with rental events held in the Hochstein Performance Hall
  • Assisting the Director of Administration by being the lead contact person for rentals of the School’s facilities for recordings, photoshoots, and events held in Taylor Recital Hall
  • Facilitating post-concert receptions at six Spotlight on Faculty concerts per year, as well as other events as assigned
  • Providing hospitality for periodic meetings, competitions, and other in-house activity
• Other duties as assigned

Required skills and experience:

• Bachelor’s degree preferred
• At least 2 years related experience, preferably in an arts, education, events, and/or nonprofit environment
• Strong attention to detail
• Ability to anticipate needs and take initiative
• Superior organizational and communication skills, both written and oral
• Strong skills in Microsoft Office and Google Suite; experience building Cognito Forms desirable
• Strong interpersonal skills and a friendly personality
• Demonstrated ability to work at a fast pace and manage multiple projects simultaneously
• Ability to handle confidential and sensitive information appropriately
• Keen interest in Hochstein’s mission and programs
• Personal vehicle and valid driver’s license required

Compensation: Starting range $18.00/hour, depending on experience. 

Position is available immediately. To apply, please email a letter of interest, resume, and at least three references to Michelle Scaglione, Director of Administration, at michelle.scaglione@hochstein.org.

Hochstein is a vibrant organization in Rochester, NY, offering instruction in music, dance, and expressive arts (music, art, and dance therapy). Hochstein annually serves more than 3,500 students from a 12-county region surrounding Rochester. The School is active throughout the community and provides tuition assistance to more than 50% of its students. The acclaimed Hochstein Performance Hall, located within the school's historic downtown building, hosts frequent concerts and events.

The Hochstein School is an Equal Opportunity Employer. It is our policy to afford equal opportunities to all persons employed by or seeking employment with the School. The School prohibits unlawful discrimination and harassment on the basis of an employee’s or applicant’s race, color, religion, creed, sex, sexual orientation, gender identity and expression, national origin, citizenship, age, disability, marital status, military or veteran status, arrest or conviction record, status as a victim of domestic violence, predisposing genetic characteristics, familial status, the employee’s or the employee’s dependent’s reproductive health decision-making, and any other status protected by federal, state, or local laws.

Please visit these links for information regarding employee rights under the Family Medical Leave Act and Employee Polygraph Protection Act.

August 2023