Administrative Assistant

Administrative Assistant

Youth Music Monterey County (YMMC) - Monterey, CA 93940

Part-time - $25/hour, In Office | Monday-Thursday, with occasional weekends and evenings

About Youth Music Monterey County (YMMC)

Youth Music Monterey County (YMMC) inspires and engages young musicians throughout Monterey County through exceptional orchestral and chamber music experiences. YMMC supports two youth orchestras, a chamber music program, an in-school elementary strings program, and an afterschool orchestra program. With a focus on artistic excellence, collaboration, and community, YMMC provides opportunities for youth to learn, perform, and grow through the power of music.

Position

The Administrative Assistant plays a vital role in supporting YMMC's day-to-day operations. Reporting directly to the Programs Director, this position manages administrative and clerical tasks, provides organizational administrative support, and ensures smooth communication through professional phone and email etiquette. Responsibilities will also include maintaining organizational records, financial tracking, assisting with scheduling, and supporting event logistics as needed. The ideal candidate is a self-starter who thrives in a dynamic, mission-driven environment, takes initiative, and brings strong organizational and interpersonal skills to their work.

Key Responsibilities

Administrative Support

• Manage and coordinate administrative support to the Programs Director including, but not limited to, drafting correspondence, maintaining electronic and paper files, managing calendars, and handling correspondence to ensure efficient office operations.
• Answer phone calls, greet visitors, and respond to emails, ensuring a professional and welcoming environment.
• Act as point person for office management inquiries and liaison for vendors.
• Schedule and participate in meetings as requested.
• Oversee maintenance of office equipment, order supplies, and maintain the office through trash removal and general clean-up.

Organizational Support

• Assist Programs Director in ordering supplies for the office.
• Enter and maintain data in various databases.
• Prepare and disseminate letters, emails, and other communications to families, students, and donors.
• Oversee and communicate concert program materials, design, and printing with graphic designer and assist with program ad solicitation.
• Execute ticket design and printing
• Assist staff with events and special projects as needed.
• Supervise volunteer coordination for events and develop volunteer support in office.
• Distribute participant surveys for all programs and record responses.
• Perform other duties as assigned by the Programs Director.

Financial Administration

• Collect and compile payroll information bi-weekly.
• Track and document monthly expenses and invoices.
• Communicate with the bookkeeper regarding bills, reimbursements, and other financial documentation.

Qualifications

• Bachelor’s degree preferred; equivalent experience considered.
• Experience in arts or education-focused organizations is a plus.
• Strong organizational, communication, and interpersonal skills.
• Demonstrated ability to work independently and proactively with minimal supervision.
• Experience managing multiple tasks and deadlines with accuracy and attention to detail.
• Proficiency in Microsoft Office Suite (e.g., Word, Excel) and Google Suite; strong data entry and recordkeeping skills.
• Hands-on experience with office machines (copiers, postage machines, etc.)
• Availability for occasional weekend or evening events.
• Ability to think critically and problem-solve on the spot, responding quickly and professionally while maintaining a positive attitude and acting in the best interest of the organization.

To Apply

Submit a cover letter and resume to executivedirector@youthmusicmonterey.org Administrative Assistant in subject line. No phone calls, please.

Interviews will be held in-person.

Job Type: Part-time

Pay: $25.00 per hour

Experience:

• Microsoft Office, Google Suite, Adobe, Canva (preferred)
• Administrative experience: 5 years (preferred)

Work Location: In person, Monterey, CA