The scope of this role includes but is not limited to the following:

• Monitor and, in consultation with the Interim Director, respond to general inquiries (via phone, social media, and email) about overnight accommodations, artist residencies, public tours, private visits, press and interview requests.

• Maintain a detailed calendar and schedule of events including public and private tours, visitors, cabin cleaning and overnight accommodation turnover.

• Maintain a list of weekly, monthly, and annual administrative tasks and project-oriented deadlines and communicate regularly with HDTS/A-Z West staff regarding calendar updates and tasks.

• Track donors and donations using Airtable and provide monthly reports to Interim Director. Send donation receipts, thank you letters, and gifts when donations received.

• Provide support to Financial Manager regarding orders, purchases, and sales including tour tickets sales and West Works.

• Assist with clerical work required by Interim Director, Creative Director, and the Board of Directors including providing support for board meetings.

• Provide administrative support to staff including to Creative Director for special income-generating projects including West Works, artwork sales, and short-term rentals; to Groundskeeper by coordinating maintenance and tour/visit schedules, visitor orientations, and purchases; and to HDTS/A-Z West Production Manager by assisting with tracking online and wholesale sales and orders, occasionally fulfilling online and wholesale orders, and updating online store.

• Greet and orient visitors. A-Z West hosts a wide range of visitors including paid overnight guests, visiting artists, residents, and individuals making West Works purchases during limited public open hours. The Coordinator will be available during office hours to greet, orient, or ring up these visitors. This responsibility is shared with tour guides, short-term rental management team, and Groundskeeper.

• Update organization website periodically with language and image changes; compose, format, and send e-blasts; and provide support to Social Media Manager.

• Manage Dropbox account and folders with important documents and protocols and provide regular updates to staff.

• Provide occasional clerical support to consulting grant writer.

  Other Duties as Required

Qualifications

• Knowledge of office management, workflow, and procedures; Experience working at a small business or arts institution a plus.

• Knowledge and familiarity with contemporary art; Experience working with artist residency programs, nonprofit boards, experimental environments, and with artists a plus.

• Experience with software used in small business settings: MS Office including Word and Excel; Google Drive and Google Docs; HTML web backends; MailChimp; Experience working with tracking and organization systems such as Airtable; Experience with online platforms such as Squarespace, Square, Stripe, and Quickbooks Online a plus.

• Excellent office organization skills including experience with company calendars and scheduling.

• Excellent time management and multi-tasking skills.

• Excellent verbal and written communication skills.

• Must be comfortable with rural, desert working and living.

*This is an in-person position (not remote) located in Joshua Tree, California, a rural town two hours east of Los Angeles. Joshua Tree is part of the Morongo Basin, a sprawling, economically diverse, and culturally and artistically rich area in the Mojave Desert. This position has the potential to become a full-time role as the organization restructures over the coming years.