California Arts Council

State of California

Arts Jobs - Detail

Executive Assistant

San Francisco/Oakland, CA

San Francisco Friends of Chamber Music (SFFCM) are advocates for Bay Area musicians and catalysts for dynamic, creative music-making throughout the region. We are a non-profit organization established in 1998 to promote early music, classical music, new music, jazz and creative music performed by local chamber ensembles. We are looking for an Executive Assistant to manage all operational aspects of our office including support to the Executive Director, Board, and grant writer. We are looking for a candidate who is smart, hardworking, creative, proactive and with initiative. One with a "can-do" attitude while juggling the ever-changing priorities the day may bring, willing to handle both complex and mundane tasks. The ideal candidate would be knowledgeable about music, preferably with an interest in jazz and an awareness of the current Bay Area music scene, and be interested in developing a broad understanding of the non-profit arts administration world. The candidate must have an eye for detail, be meticulous in record-keeping and have a spoken and written style that maintains the utmost integrity of the organization.  The position will also require menial tasks and some weekends and evenings working hours. Prior experience in development, and event production a plus. This position is currently 20 hours/week but for the right candidate could become a full-time position within two years.

The responsibilities of the position will be to assist the Executive Director in four main areas:


  • Writing, editing and proof-reading materials for the web, press, donors, musicians and internal communication with the staff and Board
  • Prepare correspondence on behalf of the Executive Director
  • Managing and scheduling staff with online project management platform
  • Assisting the Grant writer and Social Media Associate as needed
  • Preparing contracts for artists and Musical Grant Program awardees
  • Manage the Fiscal Sponsorships application process
  • Plan and implement office systems; maintain records, files and office equipment


  • Periodically organizing fundraising and donor appreciation events
  • Managing donor databases
  • Processing and recording donations and preparing donor acknowledgement letters
  • Assist grant writer with document preparation

Event Production:

  • Workshops on Monday evenings (15/year)
  • Concerts: Presidio Sessions Friday evening concerts (33 concerts + summer projects) - Legion Listening Series (6 concerts on weekends in the spring) - SFMusic Day (3rd weekend in October)
  • Act as liaison with Artists including contracting
  • Assist with performance logistics
  • Assist and coordinate recruitment and volunteer efforts
  • Responsible for Ad acquisition, ABC and other permits, food trucks for Music Day


  • Assist Board President and Executive Committee with research
  • Take Minutes at Board meetings - held 5 Mondays/year
  • Manage board and committee calendars

Desired Qualifications:

  • Strong written, oral, and interpersonal communication skills
  • Bachelor's or higher degree
  • 2-3 years work experience, ideally in non-profit and/or performing arts field
  • Must be fluent with computer skills including Microsoft Office Suite, Google Docs and Calendar, Filemaker, (Adobe Creative Suite a plus)
  • Expertise with Dropbox, or other cloud services including project management tools like Smartsheet
  • Experience with using Social Media professionally (Google+, Facebook, Twitter, Instagram, LinkedIn)
  • Exceptional attention to detail
  • High degree of resourcefulness, creativity, initiative and a true entrepreneurial spirit
  • Εnthusiastic, upbeat and pleasant personality with positive attitude and superior communication skills
  • Self-starter who can work independently with a desire to go beyond traditional “administrative role” including being able to perform research, analyze and communicate findings
  • Outgoing, friendly and professional personality needed to interact comfortably with Executive Director, Board, Artists and Presenters; an aptitude for networking - building strong relationships is of high importance
  • Knowledge/understanding of the local music community, especially jazz
  • Willing to work a few evenings and weekends
  • Over time, read the mind of the Executive Director

Salary:  Part-Time Position. ±20 hours per week, $20 per hour starting salary (SFFCM covers Social Security Tax, Medicare Tax, State Unemployment Insurance, and Worker Compensation Insurance. Currently the position does not include other benefits.)

Location: SFFCM is based in San Francisco with a satellite office in Oakland. Workshops, meetings and concerts are located in San Francisco; the bulk of office work is handled in Oakland. Both locations easily accessible with BART: MacArthur for Oakland, and Embarcadero for San Francisco.

Qualified applicants are invited to submit a cover letter outlining prior relevant experience and career aspirations complete with an enclosed resume and two references (name, phone number and working relationship) as one PDF attachment by email to: Dominique Pelletey at

In your cover letter, please explain how you meet the required qualifications, and tell us why you are the perfect fit for our mission and the position.

Applications should be received by October 5th, 2015

For more information, please visit:

Contact:Dominique Pelletey, Executive Director
Phone:415.710.0551 (please make an appoitment)
Addressee:135 Main Street
Address: Suite 1140

Deadline: 10-15-2015

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