Administrative Assistant

LAXART

LAXART is seeking an administrative assistant to oversee daily maintenance of the non-profit gallery. A key member of a small and dynamic staff, this position oversees the administrative duties of the gallery office while providing daily support to the executive director, deputy director, and director of development. While maintaining LAXART’s public operating hours, the administrative assistant also interfaces with public visitors and must show an interest in the arts and be courteous, professional, helpful, and friendly. While primarily a staff support position, this role offers opportunities to develop original web and promotional content and contribute to curatorial and fundraising activities.

Responsibilities

Daily operations

  • Serve as main point person for opening, closing, and watching the space, Tuesday through Saturday at 11am to 6pm. Must be willing to attend events and occasional meetings on evenings or off-days.

  • Greet visitors and inform them about the exhibitions and events at LAXART. Represent the organization in public as needed.

  • Contribute to the care of the facility as well as make sure the electricity, security, HVAC, IT systems are working properly; follow up on any issues that may arise; assist with shipping and receiving.

  • With senior staff, oversee daily activities of interns and PT gallery assistants, assist with their hiring and supervision.

Executive assistance/Office admin

  • Oversee general office & space management including ordering supplies, answering phones and emails, filing, printing, overseeing agendas for staff meetings.

  • Manage calendar for Executive Director; schedule travel and oversee related logistics for Executive Director and visiting guests.

  • Make preparations for meetings including updating agendas, ordering catering, and preparing packets and presentations.

  • With bookkeeper, serve as point person for utility bills and any account needs; assist with processing selected payments and receipts.

  • Oversee database of contacts, including data entry and running reports.

  • Oversee regular maintenance of website, including basic text entries and edits.

Programming assistance

  • Assist with the implementation of the gallery’s exhibitions, special installations, publications, and public programs. This includes communicating with

artists, studios, galleries, and vendors as needed.

  • With senior staff, manage, draft, and execute all email blasts and mass mailings; work with designers to produce and oversee printed and web-based communications.

  • Assist with special events production both on-site and elsewhere, including liaising

with vendors, purchasing supplies, handling contracts, corresponding with artists and donors, tracking donations, and other event logistics.

  • Take an enthusiastic and active role in developing LAXART’s social media presence; Develop original content for Instagram and other social media platforms; track metrics and analytics.
Requirements

Qualifications:

  • Bachelor’s degree and 2 years of assistant experience, preferably in a non-profit,

gallery, artist’s studio, museum, educational institution, or related field.

  • Be self-directed, mature, punctual, and reliable; Ability to assume responsibility and function effectively in team environment with minimal supervision.

  • Ability to work a flexible schedule to accommodate gallery needs outside of regular operating hours.

  • Ability to meet deadlines, manage multiple expectations; problem-solve, and multi-task; Must be detail-oriented, organized, and proactive

  • Strong interpersonal skills; excellent verbal and written communication skills including

telephone and email etiquette

  • Adept at quickly learning new processes, systems, and technologies; ability to improve workflows when necessary

  • Strong command of the Microsoft Office suite and social media platforms; experience maintaining digital and paper filing systems

How to Apply

To apply, please send a resume and cover letter to Hiring@laxart.org. Please put “Administrative Assistant” in the subject line.

Contact
Posted on May 3