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Music Health Alliance

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Executive Assistant to COO Manager of Administration & Finance

Music Health Alliance


Job Summary

This position supports operations and finance departments. Ensures commitments and deadlines are managed. Successfully updates and utilizes systems and processes necessary to meet nonprofit’s goals & objectives. Assists COO to ensure the efficient day-to-day operation of the office.

Job Responsibilities

Report directly to COO to assist with projects as directed. Additionally,

COO Administrative Assistance

  • Schedule appointments for COO, return calls from clients, re-file client files during open enrollment
  • Provide secretarial and administrative support to COO including travel
  • Assist COO with event management, special projects, annual audit, and insurance plan research

Office administration

  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, calendars, and documents
  • Code and file material according to the established procedures with attached documentation as required by nonprofit business policy
  • Manage Kindful Donor Database
  • Reconcile Monthly Kindful donations with QuickBooks matching balances
  • Remit Donor Thank You Notes & Receipts to all individuals and companies making donations to nonprofit. Reconcile with PayPal and Stripe to make sure online donations are acknowledged. All electronic donations over $500 need a Thank You note even though they received an electronic confirmation & receipt

Assist with financial management

  • Prepare invoices and financial statements
  • Scan bills and payments for digital accounting system
  • Maintain QuickBooks and reconcile PayPal, Stripe, and Kindful entries by entering in QuickBooks and adding new customers/donors
  • Assist with financial reports as requested
  • Reconcile monthly VISA statements by verifying that all receipts are collected and attached and that no personal charges have been made to card, code charges to QuickBooks



  • College Degree
  • Office Administration certificate from a recognized educational institution
  • Executive Assistant experience

Professional designation

  • Accounting or Bookkeeping experience preferred

Knowledge, skills and abilities

  • Proficiency in the use of computer programs for:

  • Microsoft Office experience including MS Word, Excel and PowerPoint
  • Bookkeeping

Proficiency in the use of office equipment:

  • QuickBooks/QuickBooks for Non-Profits
  • Voice messaging systems

Additional Information


  • 9 a.m. – 5 p.m. Monday – Friday
  • $35,000 + paid health insurance, dental & vision
  • Extended hours during fund-raising events/open enrollment

How to Apply

Send resume and cover letter to


  • Date Posted: November 9, 2020
  • Type: Full-Time
  • Job Function: Accounting / Financial Management
  • Service Area: Arts / Culture
  • Start Date: 11/30/2020
  • Salary Range: $35,000
  • Working Hours: 9a-5p