PATRON & DONOR SERVICES ASSOCIATE

Department: Advancement
Reports to: Associate Director of Advancement
Location: On-site at HSO office

To apply: Submit resume and cover letter to awoods@hawaiisymphonyorchestra.org

Position Summary

The Donor and Patron Services Associate provides essential in-office support for the Hawai‘i Symphony Orchestra, ensuring a welcoming and professional experience for patrons, donors, and visitors. This full-time position serves as the first point of contact for incoming calls and inquiries, assists with ticket sales, and supports administrative tasks across multiple departments. The role also provides occasional event assistance, including volunteer coordination and guest check-in, helping to ensure smooth operations both in the office and at concerts.

Specific tasks include but are not limited to:
General Office Support
• Answer incoming calls, route to appropriate staff, or take accurate messages.
• Respond to general email inquiries.
• Provide basic concert and ticket information to patrons.
• Assist with light data entry, filing, or document preparations.
• Other tasks as assigned.

Ticket Sales Support
• Process single ticket and subscription purchases through PatronManager.
• Assist with ticket exchanges or reprints following box office policies.
• Handle basic troubleshooting for e-tickets or will-call pickups.
• Attend all concerts to work with on-site box office staff and support patrons.
• Coordinate ticketed event set-up with venue box office staff.
• Transfer patron data to Feathr or other communication platforms as needed.
• Prepare weekly ticket reports.

Event & Advancement Assistance
• Prepare comp ticket packets for concerts.
• Assist with entry of contributed revenue into CRM on a daily basis.
• Pull and prepare weekly development reports and acknowledgment letters.
• Support donor solicitation campaigns with CRM reports and mailings.
• Provide registration and data support for fundraising events, including annual HSO Gala and other special events.
• Provide donor and subscriber lists as needed for special donor events.
• Coordinate volunteers as needed for help with HSO projects (stuffing program books, providing parking passes, greeting at concerts and events).

Qualifications
• Previous experience in customer service, patron services, or a similar front-facing role preferred.
• Strong interpersonal skills with a friendly, professional demeanor.
• Attention to detail
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic familiarity with CRM or ticketing systems (Bloomerang, QGiv, PatronManager or similar experience a plus).
• Ability to work weekends and evenings as required for concerts and events

Salary range and benefits: $42,000-$45,000; full time, exempt, salaried. Benefits include health, dental, and vision insurance, paid vacation and holidays, and company contribution to retirement plan.

To apply: Submit resume and cover letter to awoods@hawaiisymphonyorchestra.org

Applications will be reviewed as received.

All offers of employment are contingent upon clear results of a thorough background check. HSO is an Equal Opportunity Employer. All opportunities are provided without regard to race, color, ancestry, religion, sex, nationality, veteran status, disability, genetic information, marital status, sexual orientation, gender identity/expression, AIDS/HIV, medical condition, or any other characteristic protected by law.

Report to: General Manager 

Location: On-site at HSO office

To apply: Submit resume and cover letter to aiwano@hawaiisymphonyorchestra.org

Position Summary

The Personnel Manager serves as the primary contact between the musicians of the Hawai'i Symphony Orchestra and the administration. He/she administers all matters related to the musicians of the orchestra including scheduling, hiring of substitute and extra musicians, coordination of auditions, application of contract issues, and the preparation and maintenance of payroll, insurance and other records. Knowledge of orchestral repertoire and ability to read music are required. 

Specific Responsibilities 

• Work closely with the Librarian, Operations & Stage Manager, and Music Director to ensure that the proper instrumentation is hired for each concert program. 

• Communicate directly with conductors for rehearsal order and approval of substitute and extra musicians. 

• Organize seating arrangements and monitor rotation. 

• Provide musician roster to staff and stage personnel as required. 

• Monitor compliance to the specific provisions of the Collective Bargaining Agreement and the Integrated Media Agreement. 

• Ensure that all rehearsals and concerts begin and end on time in accordance to contract rules and monitor and the lengths of all intermissions. 

• Alert General Manager to any potential problems or deviations from the CBA/IMA. 

• Assure that the Music Director is aware of dates and deadlines specified in the CBA related to the hiring, granting of tenure or non-renewal of contract. 

• Attend all services and monitor the official time for rehearsals according to the CBA, including breaks and overtime. 

• Administer and maintain accurate records of individual attendance including tardiness, sick leave, paid and unpaid personal leave, vacation leave, sabbaticals, and excused absences. 

• Maintain data for each musician including individual contracts, date of hire, compensation and benefits, leaves, tenure status, and other pertinent personnel information. 

• Work closely with Music Director on the utilization of per service string players well in advance of concert dates. 

• Prepare annual Individual Musician Agreements and process accordingly. 

• Employ well developed skills in conflict resolution between musicians or when situations arise around CBA adherence and behavior of conductor and musicians in rehearsal. 

• Provide payroll information to the Finance Department and maintain accurate records related to finance including tax forms, business expenses and insurance/benefit forms as required. 

• Coordinate and manage recruitment and audition procedures for orchestra vacancies at the direction of the Music Director and Audition Committee. 

• Post official announcements to the musicians regarding rehearsal orders, dress codes, concert instrumentation on the musicians information portal. 

• Assure that the musicians have up-to-date schedules and calendars. 

• Coordination of Education and Outreach activities as directed. 

Requirements 

• Bachelor degree, preferably in music.

• Good knowledge of orchestral repertoire and ability to read music.

• The successful candidate will promote a positive and respectful work environment for the musicians.

• They will be able to think on their feet, and make decisions and implement those decisions as needed for the overall good of the organization.

• Must have excellent computer competencies in Word and Excel.

• Must have ability to remain calm, professional, discreet, and solutions-focused when managing sensitive or high pressure interactions with artists and staff. 

Salary range and benefits: $47,000 - $50,000 ; full time, exempt, salaried. Benefits include health, dental, and vision insurance, paid vacation and holidays, and company contribution to retirement plan.

Organization/orchestra description 

The Hawai'i Symphony Orchestra was launched in 2012. It employs 84 musicians for a 21-week season in 2026 and operates on a $7.M budget. 

Please submit resume and cover letter expressing your interest in employment with the Hawai‘i Symphony Orchestra and specific work related experience that makes you the candidate who brings the best combination of personality, skill set, and work discipline to this important administrative position. 

Application deadline: Until Filled

To apply: Submit resume and cover letter to

Amy Iwano

President & CEO

aiwano@hawaiisymphonyorchestra.org

Applications will be reviewed as received.

All offers of employment are contingent upon clear results of a thorough background check. HSO is an Equal Opportunity Employer. All opportunities are provided without regard to race, color, ancestry, religion, sex, nationality, veteran status, disability, genetic information, marital status, sexual orientation, gender identity/expression, AIDS/HIV, medical condition, or any other characteristic protected by law.