Roman Music Therapy Services

333 North Avenue
Wakefield, MA 01880

Date Posted:
January 23, 2019

Eastern Massachusetts



Administrative Specialist


Roman Music Therapy Services uses music to transform lives, working through challenges in communication, processing or socialization. With music as a bridge, we uncover an individual’s promise. In music-making we create new connections, facilitate meaningful engagement, and provide opportunities for growth.

Position: Administrative Specialist

Reports to: Executive Director

Roman Music Therapy Services, LLC is searching for an experienced, reliable, self-initiating Administrative Specialist. The Administrative Specialist will work directly with the Executive Director and Leadership Team members and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced, small business environment.

Key Measures for Success:

- Successfully handles day-to-day and repeated administrative tasks in an organized way with attention to detail, initiative and professionalism, tackling challenges and solving problems as they arise

- Point person for rescheduling sessions; coordinating with the music therapists on same day cancellations, makeups, vacation planning, follow ups and reminders or confirmations

- Seamlessly manages the calendar and appointments for Executive Director, from scheduling, to preparing materials, to recording notes and processing tasks for follow up

- Exhibits organizational culture through language and actions; measured by peer and manager feedback


Supporting the Executive Director:

- Liaising communications and effectively responding to requests in a timely manner

- Appointment scheduling and overall calendar management for Executive Director

- Manage meeting coordination, confirmations, preparation and execution

- Researching organization and/or meeting participant’s background to submit a portfolio in advance for Director’s preparation

- Accurately capturing/processing meeting notes and recording in database

- Manage all aspects of travel arrangements from research, booking, confirmations, changes and developing detailed itineraries

- Support the Music Therapy Business Owner Coaching programming as needed

- Research initiatives as requested by the Executive Director

- Other duties as identified with the Executive Director

Supporting the Marketing Manager:

- Support communication initiatives such as blogs, e-newsletters, and print newsletters

- Maintain collateral packets for external use and distribution

- Support external flyer distribution with local placements and music therapist packets

- Other duties as identified with the Marketing Manager

Operational Support:

- Oversee office supplies and ordering

- Procure/Manage Catering for Sprouting Melodies Classes

- Local errands to support office functions

- Event support including, but not limited to, invitation list development, managing RSVPs, catering, program materials and the like

- Liaise with Music Therapists on Same Day Cancellations, Makeups, Vacation Planning, follow ups and reminders or confirmations

- Schedule and execute annual 360 performance reviews for all employees

- Oversee and manage conference registrations for attendance and presentations

- Submit continuing education course forms for approval in advance of courses; prepare course materials; and submit course reporting forms


- Full Time: 40 hours/week; Monday - Friday

- Location: Wakefield, Massachusetts

- Salary dependent on experience

- Benefits Eligible including Disability, Life Insurance, and Medical Benefits

- Some local travel required; car and license required


- Minimum of (4) years of experience supporting senior management

- Advanced Microsoft Office skills, with an ability to become familiar with business-specific programs and software

- Exceptional organizational, project-management and problem-solving skills with excellent multi-tasking abilities

- Must be able to meet deadlines in a fast-paced, quickly changing environment

- Friendly and professional demeanor

How To Apply:

- Submit a cover letter and current resume, in pdf format to: jobs @

Apply by:
February 28, 2019
About this Organization:
We provide music therapy services at our center in Melrose, MA and throughout the Greater Boston and Eastern Massachusetts. Our team is dedicated and committed to our mission - to meet the diverse needs of the community through music therapy experiences, education and resources. We use the power of music to motivate and engage our clients to reach their full potential. Music Therapy creates new solutions, unlocks closed doors and makes the future brighter for our clients.