Administrative Assistant

 

Roles and Responsibilities 

The Administrative Assistant will be a full-time, non-exempt employee. The Administrative Assistant will directly report to and will work closely with the Executive Director and will work with all core staff members at Education Through Music-Los Angeles performing duties in a variety of areas: administrative, program, operations & finance, human resources, communications, and development. The Administrative Assistant will help support and maintain ongoing office duties to help the entire organization run smoothly and further its mission to develop top-notch educational strategies and school-wide music programs to ensure every child, regardless of socio-economic status, receives quality music education in order to reach their fullest potential.

 

 

Administrative Duties – Finance & Operations-Related (30%)

• Assist with the management of day-to-day operations: i.e. answer and direct telephone calls, greet visitors to the office and direct visitors to the correct location, assign work tasks, create schedules and manage multiple calendars, monitor and direct incoming mail; prepare outgoing mail for pickup, non-program supply orders, running errands, database entry, and other ongoing projects.
• Oversee facility management and maintenance.
• Coordinate with outside vendors & select contractors (i.e. events, auction, donors, artists, guests).
• Coordinate the use and organization of office space (with other team members).
• Manage inventory of office supplies; purchase supplies and equipment when needed
• Collaborate with directors and managers to devise and implement strategic administrative improvements. 
• Work with the Finance Department and the Human Resources Department to assist in the management of day-to-day functions, including administrative, financial, human resources, and development tasks, as needed.
• Maintains rapport with customers, managers, and employees by researching and developing new services and methods, setting priorities, and problem solving for workflow issues.
• Document and maintain/update administrative procedures and policies.
• Support group projects in other departments; take notes and provide reports for meetings.
• Assist with internal and external inquiries and requests related to the Finance/ Operations, and Human Resources Departments.
• Serve as a point person with all In-Kind donations and services.
• Assist with the staff recruitment efforts, including the screening process, as needed.
• Other duties as assigned.

Administrative Duties – Executive Director’s Assistant (15%)

• Assist the Executive Director in managing general duties.
• Support notetaking and coordination of meeting agendas.
• Support other areas of event production, including but not limited to budget management, event logistics, and other.
• Manage and schedule the Executive Director’s calendar.
• Other duties as assigned.

Administrative Duties – Event-Related (20%)

• Provide support for fundraising and board events, including handling raffles, organizing silent auctions, sending correspondence, packaging and mailing silent auction items, getting and organizing refreshments, and assisting with check-in and other duties as needed.
• Assist in the coordination of volunteers at community and fundraising events.
• Maintain excellent working relationships with the staff, music teachers, schools, outside vendors, parents, and all departments.

Administrative Duties – Communications-Related (20%)

 

• Work with the Executive Director, Development & PR Manager, and Communications team to assist in the management of website updates, communications and marketing, flyers, administrative and operational tasks, and event planning.
• Work with the Executive Director and appropriate management from departments to manage and maintain the ETM-LA Portal (intranet website).
• Assist in thank you correspondence for donors, social media, and communications analytics.

• Provide support for fundraising and board events, including processing donations, handling raffles, organizing silent auctions, sending correspondence, and packaging and mailing silent auction items.

 

Administrative Duties – Volunteer Management (15%)

 

• Manage and maintain the volunteer process in conjunction with the Volunteer Coordinator.
• Assist with the engagement, onboarding, scheduling, and management of volunteers.
• Collaborate with each Department on volunteer assignments.  
• Assist in the coordination of volunteers at community and fundraising events.

 

Qualifications:

Education and Experience:

• Bachelor’s Degree in Business Administration, Communications, English, Public Administration, Nonprofit Management or related field. 2 years of experience required; up to 2 years of the required education may be substituted for additional years of experience.
• Specialized knowledge or experience in event coordination, basic bookkeeping and scheduling, website management, operations, school districts, non-profit and arts sector.
• Experience working in WordPress.
• Nonprofit experience is desired.

Knowledge, Skills and Abilities:

• Excellent written and verbal communication skills.
• Possess strong interpersonal skills.
• Superior organizational skills. 
• Ability to conduct research online, to meet deadlines, to write and edit in response to guidelines and feedback, as well as to write and edit independently.
• Proficiency in database management and using office software such as Microsoft Word, Microsoft Excel, and Google Suite; ability to learn new software when applicable 
• Ability to thrive in a fast-paced, small to mid-sized organization as part of a collaborative environment.
• A consummate team player.
• An initiative-taker. 
• Ability to multitask.
• Advanced Excel techniques, public speaking, technical writing.
• Mission-driven.  

Working Conditions:

Office environment with possible travel each quarter to partner schools or clients located throughout Los Angeles County. Occasional travel outside Los Angeles may be required. Must have reliable transportation to and from work; occasional errands for working duties may be assigned. Mileage will be reimbursed by ETM-LA.

Pay and Work Schedule:

• $18.00-$23.00/hr., dependent upon qualifications. Full-Time; 40 hours per week; Monday through Friday, with occasional over-time required for special events. This is an hourly, non-exempt position. 
• Benefits include health, dental, vision insurance, 403(b) retirement plan opportunities
• Location of office: Burbank, CA

General Information: 

To apply, complete the Employment Application and attach the following documents:

1. One page cover letter
2. One page resume
3. Copy of academic transcript (official transcripts may be required upon hire)
4. Names and contact information of three (3) professional references

Applications received through May 1, 2026, will be considered in the initial review and review of applications will continue until the role is filled.

• A live scan must be completed satisfactorily. Failure to satisfactorily complete the live
  scan may affect the application status of applicants

ETM-LA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.