Managing Director

Arts Administration Intern


POSITION OPENING: Managing Director

The Managing Director is responsible for managing Pioneer Valley Symphony to achieve its mission, and for implementing the policies set by the Board of Directors.  The Managing Director reports to the Board of Directors through the board president/chair.

Job duties and responsibilities:

Fundraising and Development

  • In collaboration with the Fundraising Committee, develop, manage, and implement fundraising strategy and campaigns, including the PVS Fund, Giving Tuesday, Valley Gives, and any additional campaigns, through direct mail, social media, email, and other vehicles as required
  • Work with board on special events, endowment campaigns, and planned giving.
  • Coordinate with board to identify, cultivate and solicit corporate and individual donors, sponsors, and advertisers
  • Coordinate and assist with preparation of grant applications and follow-up reports to foundations, corporations, and government agencies, submit grants by deadlines and final reports as required
  • Negotiate in-kind trades and contributions
  • Oversee the Financial Administrator to maintain timely donation records and acknowledgments in development software, and create reports as needed

Marketing and Promotion

  • Create a marketing plan with input from the Marketing Committee
  • Maintain relationships with media contacts; create press releases to generate media interest in preview articles, feature stories, and concert reviews, coordinate interviews with staff and artists, serve as the organization’s primary point of contact for the media
  • Organize the production of season program book and concert inserts, including reviewing, writing, and rewriting (when necessary)advertisements and copy submitted by relevant parties (music director, personnel manager etc.); ensure that deadlines are met
  • Write and oversee production of season brochure, advertisements, flyers and all radio,  print, and online advertising and promotion
  • Maintain various lists for ease of use for marketing & promotion, including contributor, ticket purchaser, member, advertiser, sponsorship, etc.
  • Create and schedule communications to appropriate parties concerning concerts, auditions, fundraising, advertising, etc., using various platforms, such as email, written, Facebook, Twitter, webpage
  • Attend outreach events in the community, including Chamber of Commerce breakfasts and other arts organization events
  • Conceive and create all materials related to marketing, either in-house or with an independent designer as appropriate

Board of Directors

  • Attend all Board of Directors meetings and share updates on financials, ticket sales, marketing and fundraising endeavors, and other timely and pertinent matters
  • Advise the Board on matters within the scope of responsibilities of the Managing Director
  • Serve as ex officio member of all board committees; committee meeting attendance is not required, but may be requested by committee chairs. In lieu of attendance, reports may be requested in advance
  • Assist and advise the Board on identifying and recruiting new members, orientation for new members, and all matters within the scope of the board position
  • Participate in the development of and implementation of current and long-range plans
  • Provide the Board of Directors with materials and guidance for fundraising activities; attend solicitation meetings as required

Artistic Operations

  • Book and negotiate contracts with all soloists and other guest artists
  • Prepare travel and accommodation arrangements for guest artists and Music Director
  • Assist Music Director, Chorus Director, Financial Administrator, and Programming Committee with regards to the selection of repertoire, guest artists, and other performers, including their financial aspects and audience impacts
  • Negotiate and execute contracts for all rehearsal and concert venues
  • Oversee the acquisition of required equipment, instruments, music, licenses, and permits by Production Manager, Personnel Manager, Orchestra Librarian, Youth Orchestra Director and Chorus Committee.
  • Oversee Production Manager and Chorus Committee’s arrangements for and coordination of venue and rehearsal logistics, including transportation of instruments and equipment
  • Oversee Personnel Manager’s staffing of rehearsals and performances and payments to ringers


  • Provide organizational leadership to staff, administer policies and oversee general office operations, including rental contracts, equipment and supply purchases, correspondence, and basic accounting.
  • Understand all the functions of the financial administrator, and to be able to serve as their backup, should the need arise
  • Collaborate with the Music Director, Chorus Director, Youth Orchestra Director, and Financial Administrator in preparation of the annual budget
  • Maintain office hours, manage day-to-day office operations, return phone messages and e-mails promptly, review and manage mail.
  • Maintain documents related to board policies and procedures
  • Recruit, select, and supervise administrative staff
  • Maintain personnel files, job descriptions, and policy and procedures handbooks
  • Recruit, select and supervise volunteers to ensure adequate support and staffing during concerts (i.e. box office and ushers), preparation of mailings, and other related activities

Youth Orchestra/Youth Education Program

  • Work with volunteers to manage the Youth Education program, including all arrangements for the Youth Education Concert (venue, program etc.)
  • Serve as primary holder of data/records regarding the Youth Orchestra
  • Oversee all media and other communications concerning the Youth Orchestra and education program
  • Create promotional materials, press releases, and email promotions for Youth Orchestra activities, including auditions and concerts
  • Assist with writing and submitting grants for Youth Orchestra activities and Youth Education program

Such other work as the Executive Committee or President/Chair of the Board designates


Please send resume, cover letter and names of current references to:
Pioneer Valley Symphony
c/o Beckie Markarian

91 Main Street
Greenfield, MA 01301



POSITION OPENING:  Arts Administration Intern


We have an opportunity for a student to join us for the summer to learn about arts management, advertising, event planning, fundraising, and more. This position offers the intern to experience the many different tasks involved in running a classical performing arts organization while also tailoring the work to match the student’s interests and skills. The PVS Intern will have the opportunity to work alongside our Managing Director, as well as to connect with the musical directors, other administrative staff, members of the board of directors and key volunteers.

Job Responsibilities Include:

  • Advertising
    • Contact local businesses to solicit ads for our programs
    • Researching and strategically contact new advertisers or sponsors
  • Event planning
    • Work with the Managing Director to organize, promote, staff and report out on our annual Summer Sings.
    • Work with Chorus Director to organize Chamber Choir performances in the Valley, including reaching out to venues, creating promotional materials, and tracking performer’s attendance.
  • Fundraising
    • Assist managing director with fiscal year end mailing and messaging
    • Assist with end of year donor recognition and stewardship
  • Other administrative tasks

The PVS intern will also work with the Managing Director to develop a substantive independent project tailored to their interests and skills, such as creating a marketing, fundraising, or social media plan for the 2018 fiscal year.


This is an unpaid internship.


  • Excellent interpersonal and communication skills, both orally and in writing
  • Ability to work independently and as a collaborative team member
  • Ability to work well under pressure and able to manage competing priorities and deadlines effectively
  • Detail oriented, strong initiative and problem solving skills, and innovative thinking.
  • Ability to establish and maintain effective working relationships diverse constituencies
  • Facility with technology, including experience with databases, email and social media platforms, and webpage editing
  • Experience with music or the arts, fundraising, videography, or graphic design a plus


Please send resume, cover letter and names of current references to:
Pioneer Valley Symphony
c/o Beckie Markarian

91 Main Street
Greenfield, MA 01301