Programming Assistant

OVERVIEW

Palm Beach Symphony (PBS) seeks a highly organized and proactive Programming Assistant to support the coordination of education programs, community engagement initiatives, and orchestra operations. This role is ideal for an early- to mid-career arts administrator who thrives in a fast-paced environment and is passionate about music education, community impact, and live performance production.
Must be detail oriented and organized, with the ability to multi-task and work under pressure. Excellent oral and written communication skills as well as professional telephone etiquette are required. Superior computer skills in Word and Excel are required;
Adobe Suite graphic design knowledge a plus. Position requires experience in arts education and management. Experience in classical music and its performance medium is highly desirable. Must have insured personal vehicle.

Reporting to the Director of Artistic Operations, the Programming Assistant plays a key supporting role in the execution of PBS’s artistic, education, and outreach initiatives. The position bridges programming, logistics, and community engagement, assisting with concert production, managing education and outreach activities, and supporting day-to-day operational functions. The Assistant works collaboratively across departments including marketing, development, and finance to ensure successful program delivery and organizational effectiveness.

• Serve as primary contact regarding community outreach events
• Coordinate and execute education programs, including scheduling or assisting with in-school concerts, coaching sessions, masterclasses, student performances, individual and group lessons, school side-by-sides, and student and teacher survey completion in tandem with partnering school music teachers, our Symphony Artists-in-Residence and beyond, and PBS contractor
• Support administration of student and teacher award programs, including application processes, scheduling, and event coordination
• Oversee programming and manage the scheduling of STEAM nights with Science Center
• Serve as point of contact for instrument donation programs, including tracking, restoration coordination, recipient selection, and donor communications, pick‑ups and deliveries; taking photos of instruments donated to recipients, etc.
• Develop and cultivate relationships with local music educators and relevant administration as well as community partners
• Maintain databases for educators, students, instruments, and partner organizations
• Track participation data and program metrics for reporting and grant requirements
• Assist with planning and execution of children’s concert series, including logistics, school coordination, and curriculum materials
• Coordinate community engagement events and outreach performances, including site visits, drafting quotes and contracts, manage payments from sponsors/hosts, run-of-show development and support as well as on-site management and supervision at events
• Build and maintain relationships with schools, educators, and community partners
• Maintain and update outreach and education calendars

• Assist in coordinating logistics for rehearsals and performances, including equipment rentals, piano tunings, and instrument transportation
• Provide backstage support and assist with travel coordination, and accommodations
• Support coordination of orchestra outreach performances and run‑outs
• Maintain and update program archives and assist with performance reporting (e.g., BMI/ASCAP)
• Serve as a liaison between internal teams, contractors, and venue staff as needed

• Assist with maintaining master calendars for education and outreach activities
• Track invoices, expenses, and assist with budget monitoring for programs and events as needed
• Prepare reports and documentation for finance and internal tracking as needed
• Support logistics for special events such as galas, donor events, and community outreach programs
• Assist with grant reporting and data collection as needed
• Attend staff meetings and provide updates on outreach, education, and operational activities
• Maintain organized records, timelines, and internal documentation

• Collaborate with Marketing and PR teams to support promotion of concerts, education programs, and outreach initiatives
• Provide content for social media, newsletters, and press materials
• Assist with creation and coordination of printed materials such as program books, invitations, and educational guides as well as yearly education video
• Support website updates related to programming and outreach
• Assist with coordinating photography and media coverage for orchestra concerts and education and outreach events
• Help maintain deadlines and production schedules for marketing materials
• Assist with editing marketing collateral and communications, development letters, and press releases as needed