Primary Responsibilities

• Serve as the central administrative coordinator for IndyBaroque Music, Inc.

• Manage day‑to‑day email correspondence in the director account and return phone calls. 

• Attend board meetings and present Managing Director updates on Director activities. Assist the Board President to organize meeting materials.

• Attend committee meetings as requested in an advisory capacity. 

• Review General Terms of player contracts periodically and recommend updates. 

• Maintain organizational policies, records, and compliance documentation. (compliance, MD) 

• Implement Board-approved strategic initiatives and annual operating goals. (MD) 

• Set timelines and benchmarks for season/program execution, season planning, grant cycles, reporting deadlines. 

• Ensure all staff carry out IBO’s vision, supporting the orchestra's core objectives. 

‍Organizational Leadership & Administration‍

• Oversee artistic budget planning and project budgeting. 

• Build project budgets and fee quotes for collaborations.

• Track and manage administrative expenses, production income, reimbursements, and earned revenue. 

• Maintain organizational files, records, and compliance documentation (990, E-1, sales tax filings, business entity reports, regulatory requirements, nonprofit filings, etc.). 

• Execute payments and oversee financial transactions. 

• Coordinate with the accountant for 1099 data, 990 filings, and financial questions. 

• Communicate with the accountant regarding any financial transactions. 

• Support monthly and annual financial reporting to the Board. 

• Generate tax receipts and oversee donor and financial records. 

• Manage Vendors and vendor contracts. ‍

(In collaboration with the Personnel Director and Marketing personnel) 

• Develop and cultivate collaborations with other cultural and educational institutions in conjunction with artistic leadership. 

• Schedule rehearsals and performances, including external engagements, education concerts, and masterclasses. 

• Coordinate pre‑concert chats and program notes, including venue arrangements for lecturers. 

• Speak at concerts and other events as appropriate. 

• Oversee marketing material, program design, and printing. 

• Attend all concerts, develop audience relationships through pre- and post-program interaction. 

• Coordinate volunteers for concerts (ushers, ticket table support) and ensure the ticket table is properly staffed. 

• Support Zeffy ticketing setup as needed. 

• Oversee will‑call lists, comp tickets, and patron experience coordination. 

• Analyze audience data management/CRM oversight and post-event revenue tracking. 

(In collaboration with the Development Consultant) 

• Actively identify, build, and nurture relationships with new potential funders (foundations, corporations, or government agencies) to secure financial support. 

• Assist with annual campaign mailings, grant materials packets, and endowment allocation requests. 

• Process donations weekly and ensure thank‑you notes are issued promptly. 

• Support donor stewardship and communication with major donors. 

• Supply information for grants, read grant reports, cultivate new granting sources. 

(In collaboration with Marketing Personnel) 

• Provide organizational updates, project information, and materials needed for marketing campaigns, newsletters, promo emails, and social media (YouTube, Facebook, Instagram). 

• Ensure website updates are supported with accurate information. 

• Set up ad swaps with other organizations, media ads, and press releases. 

• Represent the organization at community engagement events, including Penrod, Get on Board, IndyVolved, Start with Art. 

• Oversee concert season branding by collaborating with designers to develop marketing assets, ensuring all visual elements, logos, and color schemes remain consistent. 

• Oversee concert promotion timelines. 

• Ensure cross department alignment and timeline management. 

• Supervise the day-to-day work of personnel, contractors, and vendors to ensure operational efficiency. 

• Schedule and lead regular meetings to ensure priorities and deadlines are met.