Job Posted: March 1st, 2022

Job Title

Finance and Administrative Assistant


La Jolla Music Society

Job Description

Duties and Responsibilities



  • Good written and verbal communication with finance team daily
  • Follow policies and procedures
  • Daily posting of invoices in the accounting system including proper attachments
  • Maintain master vendor list in Financial Edge
  • Ensure new vendors are set up in Financial Edge and submit W-9
  • Filing documents in physical and digital storage areas
  • Process remote bank deposits
  • Daily posting of reports from Tessitura for development and box office
  • Recording journal entries with proper attachment
  • Assist Administration and Finance Manager with projects as requested
  • Ensure timecards are completed by staff and submitted on time each pay period
  • Set up new employees in Paychex payroll system
  • Record daily bank activity in Financial Edge
  • Fielding incoming checks and invoices for processing

Administration and CEO Support

  • Provide general support to President & CEO, including scheduling meetings, preparing materials for meetings, confirming appointments, drafting business correspondence, organize travel, as needed.
  • Serve as liaison to the Board of Directors
    • Maintain Board records and documents, including contact lists, committee membership, tracking of Board terms, the Board Book
    • Assist with Board and Committee meetings, including scheduling, collecting attendance responses, drafting minutes, sending reminders, arranging meeting locations, creating online meeting links etc.
  • General office support
    • Gathering, sorting and distributing incoming mail; posting outgoing mail
    • Greeting guests visiting the administrative offices
    • Order company office supplies
  • Other duties as assigned.


Skills and Qualifications

  • Minimum of a Bachelor’s degree with five years of experience in non-profit marketing.
  • High degree of organizational skills.
  • Ease with communications and excellent writing.
  • Background and/or experience in non-profit, preferred.
  • Discretion with private information and ability to manage sensitive inquiries.
  • Interest in classical music or performing arts a plus.
  • Experience in Microsoft Word, Excel and Outlook.

How to Apply

See website below

Contact Info

(858) 459-3724