Job: Executive Assistant (Part-Time)
The International Double Reed Society (IDRS) is seeking an Executive Assistant.
ABOUT IDRS
The International Double Reed Society (IDRS) is a member-based organization made up of professional double reed players, students, amateurs, hobbyists, university/college instructors, music teachers, institutions, instrument manufacturers, double reed product retailers, reed makers, and enthusiasts. Membership in the IDRS is available without regard to race, gender, religion, age, sexual orientation, disability, or national origin. The International Double Reed Society is committed to championing and celebrating diversity, equity, and inclusion in the worldwide double reed community through performance and educational opportunities, grants, and ensuring representation that reflects the richness of our multi-faceted membership.
https://www.idrs.org/about/
IDRS was established in December 1971 for the following purposes:
- To encourage the performance of double reed literature.
- To encourage the improvement of instruments, reeds, and related materials.
- To encourage the composition and arranging of music for double reeds.
- To act as a resource for performers.
- To assist teachers and students of double reed instruments to attain a high standard of performance.
- To encourage cooperation and an exchange of ideas between the music industry and the Society.
ABOUT THE POSITION
Starting with the 2026 conference, IDRS will organize and manage its conferences under a new model, building on its long history of successful events. The newly appointed Executive Assistant will take on a significant portion of the administrative work that was previously managed by conference hosts. They will support the Immediate Past President (Conference Coordinator) and President, with conference duties and other administrative tasks as assigned by the President.
This role requires strong organizational skills, attention to detail, and effective communication. The Executive Assistant must be a collaborative team member, working closely with the IDRS Board and staff to ensure smooth operations.
RESPONSIBILITIES
- Conference administration and other related administrative tasks as needed
- Work in conjunction with the Immediate Past President (Conference Coordinator) and President and carry out specific tasks and duties assigned by them.
- Work closely with staff members such as the Administrative Director, Communications and Membership Coordinators
- Submit regular reports to the Board of Directors
- Attend the 2026 IDRS conference (dates and location to be determined) and other future events
- Communicate and work with the Conference hosts, venue administration, conference services
- Regular meetings with the Conference Coordinator and hosts
- Assist with Conference Artistic proposals, Masterclass, Volunteer (and any other) application forms
- Assist with the Conference registration form
- Communicate with conference artists and attendees
- Assist attendees with registration queries, lodging and hotel reservations
- Assist planning the opening reception
- Assist with scheduling and management of the conference calendar
- Assist the Conference Coordinator with the schedule, layout and design of the program book
- Assist the Administrative Director with the payment of invoices related to the conference
- Assist with the registration process on site and any other necessary duties during the conference
QUALIFICATIONS
- The future Executive Assistant does not need to have any experience as a double reed player
- Strong skills and knowledge in arts administration, communications, and finance
- Proactive problem-solver with the ability to take initiative and work collaboratively
- Highly organized with exceptional attention to detail
- Excellent verbal and written communication skills
- Strong customer service skills with a professional and approachable demeanor
- Proficiency in Google Workspace
- Advanced writing and editing abilities
- Experience with spreadsheets; advanced skills a plus
COMPENSATIONS
The Executive Assistant position will start June 1, 2025 onwards.
They will report directly to the Immediate Past President (Conference Coordinator) and President
Estimated Time Commitment: Average of 20 hours per week
Compensation: $20,000 USD/ year
TO APPLY
- Cover letter. Please confirm relevant qualifications and experiences for this position and associated responsibilities. Please also include how your work style and professional experience align with the IDRS mission and how you would contribute to its goals.
- CV/resumé
Interested candidates must submit all of the above materials to Jacqueline Wilson, IDRS President, at wilson@idrs.org.
Review of applications will start on May 1, 2025 and will stay open until the position is filled.
Image Credit: The International Double Reed Society (IDRS)