Shows Administrative Assistant
Young Musicians Unite – Miami, FL | Full-Time | Department Shows| Reports to: Shows Manager
About the Organization
Young Musicians Unite (YMU) provides free, high-quality music education to thousands of students across Miami-Dade's Title I schools. Our mission is to empower youth through music, creativity, and community.
Position Overview
Young Musicians Unite is seeking an organized, energetic, and proactive Shows Administrative Assistant to join our Shows Team. In this full-time role, you'll support the behind-the-scenes work that powers over 200 student-driven performances each year. From scheduling and advancing shows to supporting communication with students, parents, partners, and crew, you’ll be the administrative glue that keeps every event on track.
This is a perfect role for an early-career professional who is interested in live event production, music, education, or nonprofit operations. You’ll learn from a seasoned team, gain hands-on experience, and contribute to performances that make a real impact.
Key Responsibilities
Coordinate Event Logistics
- Manage logistical preparation for performances, showcases, festivals, and special events.
- Coordinate schedules, venue details, parking information, hospitality, load-in logistics, and production timelines to ensure events are fully prepared in advance.
Manage Documentation
- Create, organize, and distribute production documents, including run-of-show schedules, call sheets, event itineraries, crew packets, and production checklists.
- Maintain accurate and organized production records across Google Drive, Asana, and internal systems.
Maintain Calendars & Task Tracking
- Manage department calendars, production timelines, and internal project trackers.
- Ensure deadlines, milestones, and event deliverables remain updated and visible to the Shows & Productions team.
Communicate with Stakeholders
- Coordinate communication with instructors, students, parents, venues, vendors, volunteers, and production crews.
- Send confirmations, reminders, schedules, arrival instructions, and event updates in a timely and professional manner.
Execute On-Site Event Operations
- Provide on-site support during performances, including student check-in, backstage support, signage placement, hospitality setup, green room organization, and event breakdown.
- Maintain professionalism and composure while assisting the Shows & Productions team with day-of logistical needs and adjustments.
Coordinate Vendors & Needs
- Confirm vendor schedules, staffing needs, rentals, transportation, and production requirements prior to events.
- Track outstanding production needs and proactively communicate gaps or concerns to the Shows & Productions Manager.
Maintain Organization & Inventory
- Track event materials, production supplies, equipment needs, and inventory usage.
- Ensure production materials, storage areas, and digital files remain organized and up to date.
Manage Administrative Follow-Up
- Collect receipts, invoices, vendor documentation, and post-event notes following performances.
- Maintain accurate event records and assist with post-show reporting and reconciliation processes.
What You Bring
Required Experience & Skills
- Strong organization and attention to detail
- Excellent communication and interpersonal skills
- Ability to manage multiple tasks and deadlines simultaneously
- Comfort working in fast-paced event environments
- Positive attitude and willingness to take initiative wherever needed
- Deep belief in youth development, mission-driven work, and the power of music
- Availability for evening/weekend shows
- Based in Miami
Preferred Qualifications
- Bilingual (Spanish/English)
- Familiarity with AV equipment and production systems
- Experience in education, youth development, nonprofit, hospitality, or event environments
- Experience using Google Workspace and project management systems such as Asana
Compensation and Benefits
- Salary commensurate with experience
- Health insurance offered and partially covered by YMU
- Generous paid time off and holidays
- Mission-aligned work environment
- Opportunities for professional development
Job Type: Full-time
Pay: $40,000.00 - $48,000.00 per year
To Apply
Please submit your resume and a brief introduction outlining your interest and qualifications to [email protected]. Applications will be reviewed on a rolling basis.
Pay: $40,000.00 - $48,000.00 per year
Application Question(s):
- As part of our hiring process, we ask all candidates to complete the Culture Index Survey. The survey takes approximately 10 minutes and is designed to help us better understand your natural work style, communication preferences, problem-solving approach, and how you may fit within the responsibilities of the role. There are no right or wrong answers, and we encourage you to answer honestly based on your natural tendencies. The results are used as one component of our overall hiring process alongside interviews, experience, and qualifications.
Please complete the Culture Index Survey using the link below:
https://go.cultureindex.com/p/58prSSBl7Me97qgZ
Language:
Ability to Commute:
- Miami, FL 33142 (Required)
Work Location: In person
