youth playing in concert

Operations Assistant

Overview

The Bellevue Youth Symphony Orchestra (BYSO) is one of the Pacific Northwest’s most respected youth arts organizations, serving more than 1,200 student musicians across multiple ensembles, summer camps, and community outreach each season. Our small administrative team runs a full-scale performing arts operation — concerts, auditions, summer camp, rehearsals, community programming, and more — with a high standard of care for our students, families, and community.

Now in its 61st Season, BYSO is a thriving, fiscally stable organization with a dedicated Board poised to further its Mission:

To enhance the lives of student musicians by providing dynamic musical experiences, fostering collaboration, confidence, and personal responsibility through the pursuit of artistic excellence.

This is a lean, high-functioning team that takes its work seriously and takes care of each other. We are at a meaningful moment of organizational growth, and this role is being created to give our Operations Team the support they need to do their best work and uphold BYSO’s commitment to serve our community with care and integrity.

Role Overview

The Operations Assistant is the organizational glue that keeps BYSO running day to day. This role is the first point of contact for families, musicians, and community members who reach out by phone or email. It supports the Operations Manager and broader team with a defined set of recurring tasks — data entry, materials prep, frontline communications, and office management — that are essential to the organization’s smooth operation.

This is not a generalist or “helper” role. The Operations Assistant owns a clear set of responsibilities and is accountable for them. The right person will thrive in a structured routine, take satisfaction in keeping things organized and current, communicate proactively, and bring genuine warmth to every family interaction.

Core Responsibilities

Frontline Communications

  • Manage info@byso.org and auditions@byso.org as the primary inbound email channels for the organization
  • Answer the main office phone during scheduled hours; triage and route calls appropriately
  • Respond to routine family inquiries — enrollment questions, schedule information, payment status — within established response time guidelines
  • Escalate non-routine, policy-level, or sensitive communications to the Operations Manager
  • Maintain a consistent, warm, and professional tone in all community-facing communication

Data Entry & Database Management

  • Enter and update student and family records in Salesforce according to established protocols
  • Maintain the contractor hours tracker and submit to the Operations Manager for payroll processing
  • Support roster creation and updates as directed by the Operations Manager
  • Track award winners and maintain associated records
  • Upload music and program materials to the BYSO website and shared drives as directed
  • Process absence notifications and distribute to appropriate staff

Office & Materials Management

  • Maintain the BYSO administrative office — organized, stocked, and functional
  • Order office supplies and coordinate routine supply purchases within established purchasing authority
  • Print and prepare materials for rehearsals, events, and concerts (programs, schedules, sign-in sheets, volunteer packets)
  • Prepare annual sweatshirt delivery and materials for seasonal programs (e.g. Summer Camps)
  • Assist with instrument tracking and the instrument rental program under direction of the Operations Manager
  • Process and submit receipts and expense documentation to the Operations Manager

Event & Concert Support

  • Support concert operations including comp ticket requests and frontline ticket questions
  • Assist with will call setup and family-facing support during concert events
  • Provide on-site operational support at concerts and select events as assigned; hours during concert weeks may extend up to 30 hours
  • Assist with event logistics as directed, including setup support for smaller organizational events
  • Support the volunteer check-in process.

Administrative Support

  • Provide administrative support to the Operations Manager and Executive Director on defined tasks
  • Maintain accurate filing and record-keeping in shared drives and organizational systems
  • Shadow rehearsals and events as part of onboarding to build organizational knowledge
  • Complete other duties as assigned within the scope of an entry-level operations role

What This Role Does Not Include

To be clear about boundaries from the start:

  • This role does not have authority to modify, cancel, or create schedules
  • This role does not manage staff, contractors, coaches, or site managers
  • This role does not make programmatic or policy decisions
  • This role does not have direct authority to task other staff members
  • Requests from board members, conductors, or outside parties should be received warmly and routed to the appropriate staff member — not fulfilled independently

Qualifications

Required:

  • Genuine warmth and professionalism in family- and community-facing interactions
  • Strong organizational skills and attention to detail — you notice when things are out of place and fix them
  • Reliable, consistent follow-through on recurring tasks without requiring frequent check-ins
  • Clear and professional written communication
  • Comfort working with databases and digital tools; willingness to learn Salesforce and organizational systems
  • Ability to work independently during scheduled hours and as part of a small, collaborative team
  • Availability Monday–Friday 12:00pm–4:00pm, in-person, consistently
  • Availability for occasional weekend events with advance notice

Preferred:

  • Prior experience in an administrative, office management, or customer-facing role
  • Familiarity with Salesforce or similar CRM platforms
  • Experience in a nonprofit, arts, or education organization
  • Genuine interest in youth arts, music education, or community programming
  • Familiarity with Google Workspace and Microsoft Office

Schedule & Compensation

This is a part-time, hourly, in-person position.

  • Standard hours: Monday–Friday, 12:00pm–4:00pm (4 hours/day, 20 hours/week)
  • Concert weeks: Hours may extend up to 30 hours/week with advance notice
  • Occasional weekend events: These are scheduled in advance and communicated with reasonable lead time
  • This is not a remote or hybrid position; in-person attendance during scheduled hours is required
  • Compensation: $22.00 per hour
  • Sick leave: Accrues at the Washington State minimum rate (1 hour per 40 hours worked) in compliance with the Washington Paid Sick Leave law
  • Holidays: 11 paid holidays per year (4 hours per day)
  • Vacation: 10 vacation days per year (4 hours per day – accrued)
  • Vacation: Eligible to request vacation time subject to scheduling approval
  • Eligible to participate in a 401k

Working at BYSO

BYSO is a small team that does big work. We move quickly, we care deeply about quality, and we take the trust families place in us seriously. We also take each other’s time and wellbeing seriously. We have defined working hours, clear communication norms, and a genuine commitment to sustainable practice.

This role reports to the Operations Manager. Day-to-day questions and task direction come through the Operations Manager and, in defined circumstances, the Executive Director. The Operations Assistant works closely with the full administrative team and will quickly become a familiar and trusted presence for BYSO families.

To Apply

To apply, please send the following to BYSO’s Operations Manger, Natalie Ham, at natalie@byso.org with the subject line “Operations Assistant Application”:

  • A resume
  • A brief cover letter (no more than one page) describing why this role and why BYSO
  • Two professional references

We will review applications on a rolling basis and aim to respond to all applicants. We expect to conduct interviews in June and July 2026 with a target start date in August 2026.

www.byso.org

Position is open until filled.

It is our policy to provide equal employment opportunity (EOE) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Bellevue Youth Symphony Orchestra will provide reasonable accommodations for qualified individuals with disabilities.

Sponsors & Partners