Executive Support

• Schedule and coordinate meetings of the board of directors. Prepare agendas and supporting materials, write reports and minutes, and maintain board records and files.

• Provide basic support for executive director and president. Schedule meetings and conference calls, and write correspondence.

• Author, distribute, track, and file acknowledgement correspondence for in-kind donor, board members, and other contributing partners.

Reception

• Recruit, schedule, and hire gallery support staff as well as security when needed.

• Write and distribute solicitations and respond to requests for gallery tours. Organize tour schedule.

• Support ticket and merchandise sales. Reconcile cash and credit card sales.

• Provide periodic attendance and tour participation reports.

General Administration

• Responsible for constituent database. Conduct contact research, enter and maintain information, and facilitate distribution of invitations and collect RSVPs.

• Conduct a variety of administrative tasks including organizing visiting artist/curator travel; arranging meals and catering; maintaining office calendar; answering the phone; responding to email and other general inquiries; shipping and receiving mail; managing departmental expenses and files; organizing the office library; and ordering supplies.

• Provide basic research, copy-editing, and written support for departments as needed.

• Occasional light lifting of packages and furniture may be required.

Qualifications

• BA/BS or equivalent with at least two years of administrative experience in an office setting.

• Strong customer service and interpersonal skills and sensitivity to a range of social, economic, and cultural perspectives, histories, and experiences. Multilingual skills a plus.

• Proven organizational and time management as well as strong written and verbal communication skills.

• Personable, well-spoken, and passionate about the institution and its values.

• Knowledge of contemporary art.

• Competency in Microsoft applications including Word, Excel, PowerPoint, and at least one contact database system (FileMaker, The Raiser’s Edge, etc.).

Schedule:

Tuesday – Saturday, 9:30 am to 6 pm with occasional evening hours.

Salary:

Commensurate with experience and qualifications. Excellent employee benefits include insurance for medical, dental, and vision services and employee retirement plan. Generous vacation and holiday leave.