Music Administrator - Email Handling, Appointment, Data Entry, Scheduling

We need someone who is very fast at computers to help with classical music administration for an online music conservatory and international music festival.

The ideal candidate needs to have at least a little classical music or artistic background and is willing to pitch in on whatever task is needed, has a “no job too small” attitude and is detail-oriented, organized and a strong communicator. This is an email processing position, which can be combined with answering calls from clients. It includes data entry. Other possible tasks can include proof-reading, data entry, and other misc. tasks. There is a possibility for this position to expand to other tasks besides those listed depending on the skill level of the candidate.

The position involves replying to emails within 24 hours except on weekends, including inquiries for the festival from students and parents and Artist Faculty during our hiring period and then as we prepare for the physical festival, and replying and writing to guest artists. Many emails will be prepared and proofed with the team. There are many frequently asked questions and default answers, however, that just need a response that can be copied, pasted, and adjusted.

Tasks include email handling using Microsoft Outlook through Microsoft Exchange, sending many emails daily through specific secure and clean processes using the desktop program Microsoft Outlook with Exchange, not Microsoft Outlook Online, not through a bulk email program like Mailchimp.

The candidate needs to have the skill of recognizing what is important in the email to which they are replying and based on that, to respond.

Additionally, specific emails will include tasks inside of them to complete, so the ability to recognize the action needing to be taken in the email, and to handle it, or to work with other staff in handling the task. The goal is to make the company run more smoothly by processing the emails without the help of the manager, or to take the email reply as far as the candidate can and then work on it with the staff through drafts and proofs.

The main projects include - the hiring period/scheduling interviews, the festival application period, and the planning of the festival.

Customer service email experience is a must, strong English language and communication skills, proofreading, and mastery of grammar are important, as well as a likable personality.

While processing emails, candidate will need to work with the Calendly Program to add appointments or events, working with the Music Director or other Staff on the scheduling and following up on these appointments.

Preparing the schedule includes providing a link to a digital calendar on Calendly, being in communication with staff via text or email, working on Google Calendar to block off unavailable time each week that we are working on specific projects, or scheduling appointments back and forth by email if the person needing the appointment does not know how to use the digital calendar.

Other tasks coming from the emails with data entry involves uploading attachments given by clients to specific dropbox folders, using Google docs to inform the web team which information to update about the people uploading the information, such as a new photo, or a new biography of an artist, etc.

The candidate must be able to analyze problem situations and adapt and learn from them. They will need to distinguish and follow through with specific action items in emails.

Deliverables include sending and replying fast to emails, data entry in Notion, which is a program that is more editable than Google Docs.

The amount of time per week for emails varies, since the company goes through very busy seasonal periods for weeks or months at a time, to more quiet months during the year. An estimated number of working hours can be worked out monthly with specific scheduling with the managers.

• We are also looking for someone who can answer customer service calls, so if you have experience working phones, then please let us know as well.