Join The Team

Assistant to the Executive Director

About Community Music Center
Since 1921, Community Music Center (CMC) has made high-quality music education accessible to people of all ages, backgrounds, and abilities, regardless of financial means. CMC serves nearly 4,000 students of all ages each year through its Mission District and Richmond District branches, tuition-free programs, school partnerships, and community programs. Learn more at sfcmc.org.

Position Summary
The Executive Assistant provides high-level administrative, project, and organizational support to the Executive Director (ED) and plays a critical role in the smooth functioning of CMC’s leadership office. This role supports the ED in managing priorities, communications, scheduling, data tracking, board support, and coordinating across departments.

The ideal candidate is detail-oriented, exceptionally organized, tech-savvy, discreet, proactive, and energized by supporting mission-driven work in a dynamic arts education environment.

Key Responsibilities

Executive Support

• Manage the Executive Director’s calendar, scheduling, and meeting logistics, balancing internal, external, and board commitments.
• Prepare meeting materials, take notes, draft correspondence, and support follow-up actions.
• Track key deadlines and ensure the ED is prepared for meetings, presentations, and events.
• Assist with drafting emails, memos, presentations, and reports.

Board & Governance Support

• Coordinate board and committee meetings, prepare agendas, take minutes, and track follow-up items to ensure effective management.
• Maintain current board rosters, contact information, and governance files.
• Assist in preparing board packets and managing digital archives.
• Professional communications with board members.

Data & Systems Management

• Maintain and organize files across Google Drive and other platforms.
• Work with enrollment and development data systems (ASAP, Salesforce, HubSpot) as needed.
• Create and update Excel spreadsheets, dashboards, and tracking systems.
• Support project tracking through Asana or similar tools (if in use).

Project Management

Support major organizational initiatives, collaborating with CMC admin teams as needed, including:

• Strategic planning
• Budget and program tracking
• Events and performances
• Development campaigns
• Create timelines, monitor milestones, and support cross-department communication.

Communications & Relationship Management

• Serve as a point of contact for internal and external stakeholders.
• Ensure the ED’s communications are timely, warm, and reflective of CMC’s values. Assist with stewardship tasks for the Board, staff, faculty, and other key stakeholders.
• Draft correspondence to faculty, students, donors, and partners as needed.

Administrative Coordination

• Assist with expense reports, vendor communication, and light office management tasks.
• Coordinate travel, reimbursements, ordering necessary supplies, and document processing.
• Help maintain organizational policies and key institutional documents.

Qualifications

Required

• 3+ years of executive assistant, administrative, or project management experience (nonprofit or arts preferred, but not required).
• Excellent writing, editing, and communication skills.
• High level of proficiency with Excel and Google Workspace.
• Experience managing and organizing data with accuracy and consistency.
• Ability to manage multiple priorities, adapt quickly, and maintain impeccable attention to detail.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Comfortable learning new systems (Salesforce, HubSpot, GiveSmart, project management tools).
• Commitment to CMC’s mission and values.

Preferred

• Spanish language proficiency.
• Experience supporting senior leadership or boards of directors.
• Background in music, arts education, or community-based organizations.
• Familiarity with CRM or fundraising databases (Salesforce, HubSpot, GiveSmart, project management tools).

Personal Attributes

• Warm, professional, and collaborative.
• Emotionally intelligent with excellent judgment.
• Proactive and resourceful; anticipates needs before they surface.
• Enjoys organization, systems, and behind-the-scenes problem-solving.
• Curious, mission-driven, and enthusiastic about community music!

Position Type/Working Conditions
Full-time, Non-exempt. The Executive Assistant position is a non-exempt 5-day/week (40 hours per week) salaried position. The position is hybrid, with three days per week onsite at CMC’s Mission Branch. Occasional additional evening and weekend hours, working alongside fellow staff, will be necessary for annual events.

Salary and Benefits
Salary commensurate with job requirements and experience, anticipated in the range of $75,000-$85,000 annually. CMC offers comprehensive benefits packages that include healthcare, dental, vision, and supplemental benefits, as well as a 403(b) retirement plan, paid vacation, and other perks. Please note: Research has shown that people from groups who have been affected by gender, racial, and/or disability discrimination often apply for work opportunities only when they meet 100% of the requirements. We are most interested in candidates who are passionate about CMC’s work and are ready to approach the opportunity with enthusiasm, leveraging their skills to support CMC’s mission and goals. We encourage applicants to apply, regardless of whether they meet all the requirements.

How to Apply
Please submit your resume and a brief cover letter describing your interest in the role and your alignment with CMC’s mission to: cmcstaffopenings@sfcmc.org. Applications will be reviewed on a rolling basis until the position is filled.

Non-Discrimination Statement and Policy
Community Music Center does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, students, volunteers, subcontractors, vendors, and clients.