JOB DESCRIPTION
Gallery manager and Office Assistant
Hours: 9:30-6:30 pm (1 hour lunch); also evenings for events, and Saturdays during exhibition periods
$20-24,000 annually
General Description:
The gallery manager and office assistant works with a highly qualified and enthusiastic team of staff and Board members. Responsibilities include: managing the gallery; organizing and overseeing the volunteer and intern program to ensure adequate volunteer, gallery, and reception support; providing administrative support to the executive director including organizing Board meetings and communications with the board of directors; providing administrative support to all departments, in particular to support membership, organizing openings and events, and press communications. The position is supported by volunteers when available.
Qualifications:
- At least one year of experience working in an administrative office environment, preferably in the arts.
- Educational background that includes the arts and/or office administration
Experience:
Experience in the following areas is required:
- Working with other staff or a team to set and manage priorities
- Strong working knowledge of Macintosh computers and Microsoft Office
- Knowledge of database systems (Filemaker Pro)
- Knowledge of Adobe programs (Photoshop, Illustrator, and InDesign)
- Office procedures including filing systems, databases, and events management
Knowledge of the following desired:
- Knowledge of contemporary art practice in the visual arts, music, video, literature and/or performance art important. This person will need to become completely conversant in Langton's mission, program, and activities.
- Ability to update e-announcements and the website
Abilities:
This position requires the following skills:
- This person is a personable, well-organized individual with proven interpersonal, communication and office skills.
- Exceptional organizational skills, efficiency, and a keen eye for detail and accuracy
- Must be a self-starter, detail oriented, and able to multi-task.
Responsibilities:
GALLERY MANAGEMENT:
1. The position is responsible for opening and closing the gallery, and overseeing the experience of general audiences, and different groups visiting the gallery.
2. Foster relationships with local schools and volunteer resource centers to ensure consistent interest in the volunteer and internship program.
3. Solicit and place interns and volunteers for all departments and events.
4. Supervise and train interns and volunteers to gallery sit, coordinate opening receptions and other events, answer telephones, and perform departmental and basic administrative support.
5. Maintain volunteer database and files.
6. Coordinate intern gatherings and gallery tours.
7. Set-up and organization of events including openings for exhibitions and events, special tours with groups, membership, and other special events which range from brunches, to cultivation events, and salon dinners.
8. Ensure clean and safe presentation of exhibition space, supplying appropriate gallery and institutional signage.
9. Keep front desk and entrance clean and well organized.
10. Sell catalogs and memberships, and maintain catalog inventory and stock.
11. Track daily attendance and produce quarterly and yearly attendance reports.
12. Report any technical or gallery safety problems to the Assistant Director.
Office Administration:
1. Order office supplies and postage, retrieve messages off the answering machine, sort incoming and process outgoing mail daily, and maintain office procedures manual.
2. Ensure the timely answering of the telephone with background knowledge of all possible inquiries.
3. Take phone reservations for evening programs, and sell advance tickets as needed.
4. Set up and attend full board meetings. Take minutes and distribute with other important board information on a timely basis.
5. Keep board meeting files, binders, meeting calendars, and address lists current and well organized.
6. Maintain and update all board of director files, database, address list, and other important board documents.
7. Provide administrative assistance to the Executive Director, including fielding phone calls, creating correspondence, editing correspondence and scheduling meetings.
8. Provide general support to staff in other departments, including membership, grants, mailings, and events.
9. Support Assistant Director in development, providing reliable support in all areas, including correspondences and tracking of membership, special event planning, Board giving, coordinating grant applications, and generating correspondence.
10. Oversee distribution of press releases, PSAs, listings, and press kits to print, digital, and broadcast media.
11. Oversee collection, clipping, and filing of reviews of all presenting and exhibiting programs.
12. Coordinate volunteer and staff distribution and posting of announcements.
13. Oversee all data entry and management of Langton’s mailing and email lists. Ensure the timely and accurate updating of information. Train and support gallery coordinator and volunteers in data entry.
14. Undertake other related duties as required.
Responsible to: Executive Director
Reports to: Assistant Director
Supervises: Interns and volunteers
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