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Gallery Receptionist / Personal Assistant
NYFA
Venice, CA, United States
Job Details - this job has expired, please see similar jobs below
Description
L.A. Louver is seeking a highly organized and detail-oriented self-starter with excellent communication skills to join our great team as a Gallery Receptionist/Personal Assistant. The ideal candidate will enjoy interacting with the public as the first point of contact for the gallery, as well as working closely with directors to efficiently execute administrative tasks and coordinate on their behalf. This position demands superb judgment, poise and dedication. Personable, conscientious, tenacious and versatile individuals are encouraged to apply.
DUTIES AND RESPONSIBILITIES
Front Desk and Gallery Administration Duties
Ensures seamless coverage of Front Desk
• Answers, routes and logs incoming telephone calls
• Greets, announces and logs gallery visitors
• Monitors, responds to and distributes general mailbox email
Contacts/Calendars
• Updates contacts in database to ensure accuracy
• Maintains general gallery calendar, tracking special events
Ensures optimum organization of all Front Desk operations
• Updates and stocks exhibition lists and artist information
• Maintains and orders office supplies
• Works with various administrative and shipping vendors
• Responsible for reconciliation of general, parking and catalogue petty cash
Staff Meetings
• Takes and distributes weekly Staff Meeting minutes
Correspondence Filing
Mail/Publications
Manages incoming and outgoing mail
• Receives and distributes incoming mail and packages
• Oversees and monitors outgoing mail, utilizing Stamps.com, USPS and FedEx
Oversees physical and electronic mailing projects
• Works closely with Communications Manager on timelines and quantity for physical and electronic mailings
• Coordinates with mailing house
• Prepares e-blasts and electronic notices via MailChimp
Oversees all aspects of inventory, sales and order fulfillment of publications
• Maintains accurate catalogue inventory at all locations
• Facilitates, tracks and reconciles sales of publications, fulfilling orders placed both in person and via online outlets
Openings/Special Events/Hospitality
• Manages RSVP lists and event registration
• Assesses equipment needs, reserves and coordinates rentals
• Confirms parking arrangements
• Coordinates appropriate hospitality for directors, staff lunches and group visits
• Coordinates preparation of gallery condo for artist and visitor stays
• Reviews and approves vendor contracts, and ensure correct payment/invoice processing
Administrative and Personal Assistant Duties
Provides administrative and operational support to Directors
Scheduling/Correspondence
• Coordinates appointments, events and meetings
• Generates correspondence as directed
Travel coordination
• Organizes travel arrangements, working both independently and with travel agent
• Researches travel options and cultural events
• Creates detailed travel itineraries
• Tracks, reconciles and reports travel spending
General personal assistant duties as required
Basic moble device tech problem solving and support
QUALIFICATIONS
• Associate’s/Bachelor’s degree
• Interest in and knowledge of contemporary art and art history required
• Two years of administrative, PA or related assistant/support experience
• Fluency in MS Office / G Suite
• Proficiency with ArtBase, FileMaker Pro or other database software a plus
• Proficiency with Adobe Acrobat Pro and Creative Suite programs
• Ability to lift 25 pounds
TERMS AND BENEFITS
This is a full-time, salaried staff position. L.A. Louver provides a robust benefits package, including medical/dental/vision/life insurance, paid vacation and holidays, and a pension plan. (Plus, our team is awesome.)