Department: Education & Community Engagement

Reports to: Vice President of Education & Community Engagement

Status: Full-time, hourly | 40 hours per week

Compensation: $24-$26 per hour

POSITION SUMMARY

The Administrative Assistant (EDCE) provides administrative and logistical support across

Pacific Symphony’s Education & Community Engagement department. This position helps

keep department communications, schedules, records, purchasing, and shared projects

organized; provides general support to the Vice President of EDCE; and manages

day-to-day communication and ticket administration for Heartstrings, Pacific Symphony’s

community access ticketing program.

KEY RESPONSIBILITIES

Department Administration

Provide general administrative support to the Vice President of EDCE and the

department, including scheduling, correspondence, meeting preparation, notes,

follow-up, and special projects.

Maintain department calendars, contact lists, shared files, forms, records, and project

timelines.

Process purchase requests, invoices, contracts, reimbursements, and basic budget

documentation in coordination with Finance.

Assist with data collection, recordkeeping, and reporting for programs, grants,

committees, and departmental planning.

Support meeting, program, and event logistics, including registration, materials,

volunteers, and on-site needs as assigned.

Respond to routine inquiries and coordinate with schools, musicians, community

partners, volunteers, vendors, and departments across the organization.

Heartstrings Ticketing Program

Serve as the primary day-to-day contact for Heartstrings community partners.

Communicate available performances, ticket limits and allocations, reservation

deadlines, program policies, and distribution instructions.

Manage partner ticket requests, confirmations, changes, cancellations, and follow-up

in coordination with Patron Services and the Box Office.

Maintain accurate partner and ticketing records, track ticket utilization, and follow up

on unclaimed or unused allocations.

Support new partner onboarding, maintain current forms and program materials,

and prepare regular activity reports.

Qualifications

● At least two years of administrative, customer service, ticketing, program

coordination, or related experience; nonprofit or performing arts experience is

preferred.

● Excellent written and verbal communication skills and the ability to work

professionally with a wide range of partners and colleagues.

● Strong organization and attention to detail, with the ability to manage multiple

deadlines and follow tasks through to completion.

● Comfort with spreadsheets, databases, shared calendars, and standard office

software; Tessitura or other ticketing/CRM experience is a plus.

● A collaborative, flexible, and service-oriented approach.

● Bachelor’s degree or an equivalent combination of education and relevant

experience.

Schedule & Working Expectations

This is a full-time, 40-hour-per-week hourly position. The regular schedule will primarily fall

within Pacific Symphony’s standard business hours, with occasional evening or weekend

work required for concerts, community events, and other departmental activities.

This description summarizes the primary responsibilities of the position. Duties may be

adjusted as departmental and organizational needs evolve.

To Apply: Please submit your resume, a cover letter detailing your relevant experience to Jayee Liu  jliu@pacificsymphony.org