Available position:


MSAA Job Summary

Executive Director and under the supervision of the Development Director, the Membership Services/Administrative Assistant is the first point of contact for all phone and general information, email communications, and inquiries with Empire State Youth Orchestra (ESYO). The MSAA is responsible for assisting with day-to-day administrative, operational, and clerical tasks and responding to general inquiries including membership, ticketing, and donations. This position involves significant database management.


Membership Services:

  • Provide efficient, effective, and courteous service to ESYO members and their families
  • Assist members in processing registration, purchases, tuition payments
  • Keep abreast of current membership notifications and newsletters in order to provide informed and accurate responses to inquiries

General Office Duties:

  • Answer phones, monitor incoming email; take and distribute accurate messages
  • Receive, sort and distribute incoming mail; prepare outgoing mail for distribution
  • Maintain office filing and storage systems
  • Assist Finance Director and oversee account reconciliation
  • Type documents, reports, and correspondence
  • Monitor and maintain office supplies; maintain a clean and organized office space
  • Manage merchandise inventory and sales
  • Ensure office equipment is properly maintained and serviced
  • Perform work related errands as requested such as going to the post office and bank

Database Management:

  • Process donations, accurately input, and prepare acknowledgement letters and other correspondence
  • Maintain foundation, corporation, and individual donor files
  • Create monthly fundraising and other database reports as needed
  • Update and maintain databases such as mailing lists, contact lists, and client information
  • Conduct preliminary research on prospective corporate foundation and individual donors
  • Assist in the production and mailing of Appeals and other marketing/development materials
  • Maintain guest lists, gather and prepare registration materials for events, concerts and auditions
  • Manage ticket allocation and distribution for concerts


  • Minimum of 6 months experience working with the public
  • Experience with database management required; proficiency in Theatre Manager preferred
  • Demonstrated communication, customer service, and organizational skills
  • Excellent written and oral communication skills; strong attention to detail
  • Ability to relate effectively to diverse groups of people from all social and economic segments of the community; Knowledge of the community, the arts, and non-profit environment preferred
  • Demonstrated ability to use various types of office equipment, including office software, spreadsheet applications and proficient in Microsoft Office Suite

This is a full-time, non-exempt position. Salary and benefits include health, dental, and a matching 403(b) retirement plan. Empire State Youth Orchestra is an equal opportunity employer and a drug free workplace.

How to Apply

Please send a cover letter, resume, and three professional references to Rebecca Calos This email address is being protected from spambots. You need JavaScript enabled to view it. with “Membership Services/Administrative Assistant” and your first initial and last name in the subject line.