Music Nova Scotia is a not-for-profit provincial industry association that encourages and supports the creation, development, growth, and promotion of Nova Scotia’s music industry. They do this by providing education, information, and resources to their members; by advocating for the industry to all levels of government and private sector; and by promoting the export of Nova Scotia music regionally, nationally, and internationally.

Job Overview

The Membership and Admin Coordinator is a part-time role and will be responsible for supporting the administrative functions of Music Nova Scotia and managing member relations. The ideal candidate will excel in communications, be highly organized, and have a passion for Nova Scotia’s music industry. This role ensures efficient office operations, engages with members, and provides support for various events, programs, and services offered by the organization.

Key Responsibilities:

Membership Management:

• Serve as the first point of contact for all member inquiries, providing exceptional customer service and support.
• Manage the membership database, including new member registrations, renewals, and member communications.
• Coordinate membership outreach initiatives, including recruitment, retention strategies, and member engagement activities.
• Regularly update and maintain accurate member profiles and track data for reporting purposes.
• Assist in planning and executing member-focused events and networking opportunities.

Administrative Support:

• Provide day-to-day administrative support to the Executive Director and staff, including managing calendars, scheduling meetings, and handling general inquiries.
• Maintain organizational files and records, both electronically and physically, ensuring they are up-to-date and accessible.
• Prepare and distribute internal communications, meeting agendas, minutes, reports, and other documents as needed.
• Assist with financial tracking, including invoicing, expense reports, and basic bookkeeping tasks.
• Assist with administration of funding rounds, including preparing applications for jury, jury score sheets, and issuing contracts for funded applicants.

Event and Program Support:

• Assist with the coordination and execution of Music Nova Scotia events, including Nova Scotia Music Week, conferences, and showcases.
• Provide logistical support for events, including registration management, coordination with vendors, and ensuring a smooth experience for attendees.
• Support the team in managing partnerships, sponsors, and stakeholder relations.

Communications and Outreach:

• Assist in drafting and distributing member newsletters, updates, and other communications through various channels (email, social media, website).
• Update the organization’s website and membership portal as necessary.
• Contribute to social media engagement and content related to membership activities and events.

Office Management:

• Oversee the day-to-day operations of the office, including ordering supplies, managing office equipment, and ensuring a well-organized workspace.
• Ensure all office systems and processes run efficiently, suggesting improvements where necessary.

Qualifications:

Education:

Diploma or degree in arts administration, business, communications, or a related field is preferred, but equivalent work experience will also be considered.

Experience:

At least 1-2 years of experience in an administrative, membership services, or customer service role, ideally within the non-profit, arts, or music sectors.

Skills:

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Google Suite for Business and experience with membership management databases (CRM systems).
• Attention to detail and accuracy in data management.
• Ability to work independently and as part of a collaborative team.
• Strong interpersonal skills and a passion for working with the music community.

Working Conditions

• Hours: Part-time position (20h work week). Some evening or weekend work may be required during events.
• Location: Hybrid work environment with both in-office and remote work options.
• Compensation: $30,000 annually based on a 20h work week

How to Apply:

If you are interested in this opportunity, please send a resume/CV and a cover letter detailing your qualifications and desire to work with Music Nova Scotia to info@musicnovascotia.ca with the subject line: Application – Membership and Admin Coordinator. Applications will be open until September 23. 

Music Nova Scotia is working to provide equal opportunities in employment and to reflect the diverse communities we serve. We welcome and encourage applications from all diverse populations, including Indigenous people, people of colour, persons with disabilities, individuals who identify as 2SLGBTQIA+, and others who may contribute to the further diversification of ideas. We recognize the value of non-traditional education and work experience. If you feel that your experiences position you to excel in this role but do not meet the requirements above, please highlight this in your cover letter. If you have questions or concerns about accessibility throughout the hiring process please email info@musicnovascotia.ca.