Sterling Ruby Studio located in Los Angeles/Vernon, CA, is seeking a full-time Administrative Assistant to join our team.
In this entry level position, you will support office and managerial staff with a variety of tasks to ensure organizational effectiveness and efficiency. The ideal candidate is thoughtful and adaptable, highly organized, detail-oriented and self-motivated, with the ability to critically and independently work through tasks. Knowledge of contemporary art and art history is a plus.
Monday-Friday, 9:00am-5:00pm. Hourly rate commensurate with experience. Excellent health and benefits package.
Reception + Facilities
Field and direct incoming studio calls.
Greet visitors and connect with appropriate parties (studio visits, shipping/receiving, contractors).
Coordinate/distribute all incoming/outgoing mail and packages.
Maintain tidy appearance of public areas at all times (kitchen, bathrooms, reception, library, conference room, etc.).
Prepare meeting spaces for all studio visits.
Monitor office and kitchen supply levels.
Morning startup and end of day routines (coffee making, run dishwasher, etc.).
Schedule cleaners and various office maintenance (repairs, plumbers, etc.).
Maintain familiarity and oversight of scheduled events.
Manage IT requests and schedule support with IT consultant.
Order and organize studio purchases (art materials, kitchen staples, cleaning supplies).
File and organize physical and digital documents.
Print and scan labels, ephemera, and supporting materials.
Work with Archivist to catalog library materials, including digital press.
Periodic assistance with inventory management in Artlogic.
Support Admin Team with management of auction purchases, including coordinating payments, shipping and condition reporting.
Assist with content on social media accounts.
Schedule shipments and deliveries with common carriers.
Run errands as needed.
Support Accounting Team to gather and process receipts.
Complete petty cash pick-ups.
Routinely monitor credit card accounts for fraudulent activity.
Make payments for outstanding bills; ensure pending refunds are received.
Proficiency with Mac computers and G Suite productivity tools, such as Gmail, Drive, Docs, Sheets, Hangouts & Meet; ability to interact with basic spreadsheets and databases, shared docs and calendars.
Familiarity with Adobe CC and Artlogic is desirable.
Candidate must possess a CA driver’s license and have reliable transportation.
Ability to manage multiple ongoing projects in a demanding, fast paced environment.
Demonstrate excellent interpersonal skills.
1-2 years experience.