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current openings

Administrative Assistant

Application Process

Applications are reviewed by _____________________, and if selected, candidates will participate in an interview in early July. (Include requirement to upload Resume or CV below.)

If you have any questions about the job, our application process, or anything else - please send an email to: employment@musiciansclubofwomen.org. 

Job Title: Administrative Assistant 

Organization: Musicians Club of Women

Reports To: President and Board of Directors 


Position Overview 
The Administrative Assistant for Musicians Club of Women provides vital support to ensure the smooth operation of the Club’s programs, communications, and administrative functions. This role is central to maintaining the organization’s professional standards, supporting its mission to advance women in music, and assisting with event coordination, membership communication, and board activities. There are 20 board members and 10 committees.


Key Responsibilities 

  • Administrative and Office Support 

  • Central contact for all internal Club activities

  • Communication with Board, Chairs via email, phone, Zoom

  • Manage daily administrative tasks, including correspondence, scheduling, and record-keeping

  • Maintain organized files (digital and physical) for membership, and Club archives

  • Responsible for monitoring and responding to general email inquiries from members and the public

  • Regular meetings with President and Board, Frequency TBD

  • Attend monthly Board meetings when invited (Zoom) 

  • Frequency of response to requests will vary, but a timeline will be provided for regular events, and documents

Communication:

  • Draft and distribute newsletters (one per month via eblast and printed for club concerts)

  • Coordinate the annual membership Directory/Yearbook, working with Printer and Board, and assisting with performance and awards updates.  Includes reviewing/proofing.

Membership:

  • Develop the printed calendar card which lists performers for AIR and Club concerts, working with Performance Chair and Printer

  • Provide Excel database membership lists to printer for Directory, annual calendar card, monthly postcards, annual renewal letters, and annual donation letter with assistance from the Marketing Director

  • Work with the President and Membership Chair to develop annual dues renewal letters/e-blast, then work with Printer to mail in late May

Event Coordination 

  • Assist with planning and execution of concerts, and other Club events:
    9 Artists in Recital concerts at Fourth Presbyterian Church, first Friday of every month from September through December, February through June
    3 Award Winners in Concert, dates TBD 
    3 Salon Series Concerts, dates TBD

  • Coordinate logistics such as venue reservations, catering, performer communication, and materials preparation 

  • Manage event registrations on website

  • Work with Social and Performance Chairs for all events

  • Attend 8 monthly club concerts and lunches (Sept. – Dec., Feb. – May) approx. 4 hours each
    Dates:  September 21, October 19, November 16, December 14, February 15, March 15, April 19, May 17

  • Communication with venues will include:
    Lunch reservations with performing artists and guests
    Seating chart
    Name tags for each member attendee (save for each month, color coordinated for new members, officers, other members)
    Support onsite setup and breakdown
    Create form for guest check in 

Qualifications 

  • Associate or bachelor’s degree preferred, or equivalent professional experience

  • Minimum 2 years of administrative experience, preferably in a nonprofit or arts organization

  • Excellent written and oral communication skills

  • Strong organizational and time-management abilities with attention to detail 

  • Demonstrate technical proficiency with a strong ability to learn and adapt to new software including but not limited to: Microsoft Office, Google workspace, Canva, MembershipWorks, Squarespace, and Mailchimp

  • Ability to work independently and collaboratively in a small team environment

  • Appreciation for music and the arts preferred

Work Schedule and Compensation 

  • Preferred start date: July 15, 2026

  • Part-time, beginning 20 hours per week

  • This is a contract position, a 1099 will be prepared for tax purposes

  • Hybrid role: combination of remote work and in-person attendance at third Monday Club concerts (September through May with no meeting in January), and other events in Chicago

  • Compensation begins at $22/hour with review at three months, and annual review

  • Review to be performed by Board members to be determined

Please submit your resume or CV below as a PDF or Word document.

Click Upload to submit your file.