Overview

18th Street Arts Center (18SAC) seeks an Administrative Assistant (full-time, on-site, permanent) to join our team of arts professionals. 18th Street Arts Center’s mission is to provoke public dialogue through contemporary artmaking. 

The Administrative Assistant is responsible for supporting 18th Street’s deputy director and program directors with artist and vendor contract management, maintaining artist files in our project management system, processing check requests, and serving as the informational front desk person at the Propeller Gallery/Airport Campus.

Reports to:  Deputy Director

Duties and responsibilities include but are not limited to:

  • Greet and direct office/gallery visitors, answer the main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff  
  • Prepare various documents and files for the organization  
  • Submit check and credit card requests for approval, and file documentation accordingly
  • Draft artist agreements and track artist payment schedules 
  • Compile artist project files and enter them into our project management system in Smartsheets
  • Schedule and coordinate staff and other meetings
  • Write and edit documents; prepare communications, such as emails, invoices, contracts, MOUs and presentations
  • Create and maintain computer filing systems
  • Assist with research and cost comparisons for vendors to maintain cost effectiveness and quality, including technology and computer support
  • Perform other duties and responsibilities as requested with a sense of humor and team spirit

Preferred qualifications:  

  • Knowledge of standard office administrative practices and procedures
  • Ability to work in hybrid office meetings on zoom and in person
  • Previous experience with project management software 
  • Resonance with 18th Street Art Center’s mission and vision
  • Excellent people skills.  Friendly, approachable, kind. Can understand, appreciate  and communicate with people from all backgrounds and perspectives 
  • Excellent organizational skills (oral and written), flexibility, and the ability to excel at details, multitasking and working under pressure  
  • Excellent initiative, judgment and decision-making ability
  • Ability to maintain confidentiality

Nice-to-have qualifications:

  • Three years or more of relevant administrative experience   
  • Knowledge of or experience in contemporary art
  • Experience with Smartsheets, Adobe Suite, Eventbrite, WordPress, barcode scanning software
  • Fluent in Spanish

Work hours:

Full-time, on-site/in-person, 40 hours/week, able to work some weekends during 18SAC events.

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