Music Administrative Assistant

Job Title: Music Administrative Assistant (paid internship)
Compensation: $10 – $15 per hour, commensurate with education and experience
Duration: Immediate start through December 5, 2025 or July 1, 2026 (Fall and / or Spring semester). 

• $10/hour – Students pursuing a music undergraduate degree (prior experience preferred)
• Up to $15/hour – Students pursuing a music graduate degree plus prior experience

Overview
We are seeking a highly organized and detail-oriented Music Administrative Assistant to support our artistic and administrative operations. This role is ideal for a musician who is eager to gain experience in music administration and is passionate about facilitating performances, working with faculty and students, and contributing to the success of our international music academy and concert productions.

Key Responsibilities

• Music Administration
  • Contact publishers and complete forms to request music
  • Scan, distribute, and organize music for vocalists and orchestra
  • Assist with orchestra and vocal casting roster preparation
• Participant & Faculty Support
  • Assist the Music and Artistic Directors with communications to academy participants
  • Respond to participant inquiries regarding music-related matters
  • Ensure casting is aligned with participant expectations and track the casting process
  • Maintain and update casting spreadsheets for faculty use
  • Draft and distribute contracts for academy faculty (based on pre-prepared templates provided by the directors)
  • Prepare and send acceptance letters to student applicants

• Promotion & Recruitment
  • Create short clips and social media posts to recruit vocalists
  • Research and recommend new promotional opportunities for the music academy
  • Draft and send outreach emails to opera and voice professors
• Event & Venue Coordination
  • Complete concert venue rental request forms and confirm technical specifications
  • Assist with preparing program details and ensuring accuracy
• General Administrative Support
  • Help draft website verbiage related to music programming
  • Provide additional support to the Music and Artistic Directors as needed

Qualifications

• Actively enrolled in undergraduate or graduate music degree program (graduate degree preferred)
• Previous experience in music administration (preferred) 
• Strong organizational and communication skills
• Ability to manage multiple tasks with accuracy and efficiency
• Proficiency with spreadsheets, email communication, and basic document preparation
• Comfort with social media and digital outreach