Gallery & Membership Administrative Assistant

International Arts & Artists

International Arts & Artists is hiring a Gallery and Membership Administrative Assistant to work Saturdays and occasionally evenings up to generally 10 hours/week. The Assistant will assist with administrative and day-to-day operations of the organization’s contemporary art gallery, IA&A at Hillyer. Core tasks include performing opening and closing procedures, coordinating membership, meeting with potential venue rental clients, and other duties as assigned. This position is to support the organization’s ongoing and growing membership needs, and to provide administrative support to the gallery staff.

Responsibilities

Open and Close the gallery

a. Maintain security of building by performing opening and closing procedures including disarming and setting the alarm system.

b. Turn on gallery lights and ready any artwork as needed, such as turning on A/V equipment.

c. Greet visitors to the office in a professional and friendly manner, inform each visitor about the organization’s mission, ensure guest well-being while visiting, solicit suggested donations, and answer visitor questions.

d. Inform themselves about the organization’s activities, including the function each department, gallery and office hours, exhibition descriptions, and information about upcoming programs, in order to engage with the public.

Coordinate Membership

a. Process Membership applications, including but not limited to: adding new members or renewing members to Giftworks, updating finance records, creating and shipping membership packets, and adding new members to Constant Contact.

b. Tracking membership renewal/expiration dates and ensuring e-reminders are sent as per the renewal process.

Assist with administrative needs of the Gallery

a. Research and process press mentions and maintain Gallery’s press archive, adding each mention to the press archive spreadsheet, add major listings to the Hillyer website, assemble hard copies of each mention and add these to the press archive binder.

b. Update Gallery website as needed, including but not limited to “News and Events” on the Home Page, and ensure Programs and Events page and Past Exhibitions is up to date.

c. Keep Constant Contact email list up to date by processing paper sign-up sheets and event guest lists.

d. Assist with general maintenance of Gallery space, including organizing storage, cleaning scuffs from walls and surfaces, and stocking the bathrooms and kitchen.

e. Create and track inventory of cleaning, office, and gallery installation supplies.

f. Other duties as assigned.

Assist with Venue Rental

a. Meet with prospective venue rental clients, show them around the space, and answer their questions about rental policies.

b. Maintain updated venue rental records.

Staff Public Programs

a. Be present and assist as needed during evening public programs, including but not limited to: greeting the public, managing check in, providing security for artwork, set up and clean up

Requirements

High School Diploma or equivalent required, Bachelor’s Degree preferred

Skills: Microsoft Office and Google Suite required; Wordpress, Giftworks, and Constant Contact preferred.

Able to work independently and in a team, comfortable working with the public, excellent written and verbal communication required, time management skills and ability to multi-task and prioritize work

Attention to detail, proactive, friendly, problem-solving

1-2 years professional experience in administrative, non-profit, or arts setting

Working conditions

The regular tour of duty for this position is Saturdays 10am-5pm, plus occasional weekday evening shifts averaging 4 hours as needed to assist with public programs. The position requires regular interaction with the public, and the person in this position should feel comfortable engaging and communicating clearly with these visitors.

Physical requirements

During occasional evening programs and events, the candidate should be comfortable standing for extended periods (3-4 hours) while greeting guests or assisting with managing the space, and light to medium lifting such as setting up chairs and moving tables.