Administrative Assistant

Job Description: Administrative Assistant

We are seeking a dedicated and organized Administrative Assistant to work closely with our Executive Director in overseeing day-to-day operations and support our vibrant community of artists, instructors, and students. The Administrative Assistant will play a key role in ensuring the smooth functioning of the studio by managing administrative processes, coordinating communications, and supporting organizational initiatives.

Key Responsibilities

• Collect, coordinate and answer by phone and emails and manage office operations.
• Serve as the primary point of contact for inquiries from artist, students, instructors, and the public.
• Maintain accurate records of program registrations, payments, and donor contributions. 
• Assist with planning and execution of workshops, exhibitions, and community outreach activities.
• Manage budgets, process invoices, and support financial reporting.
• Develop and implement administrative procedures to improve efficiency and effectiveness.
• Support grant writing and reporting as needed.
• Manage general accounting and finances: payroll, accounts payable accounts receivable, and federal and state taxes. 
• Maintain document files in organized manner daily.
• Update database to reflect activity of members, donors, participants.
• Enumerate workshop registrations on calendar.
• Collect and collate support materials for grant proposals.
• Assist with details of fundraising events.
• Notify ED of upcoming meetings, changes to daily plans.
• Assist in coordinating volunteer help for any gallery receptions.
• Organize and facilitate mailings of: workshop registration acknowledgements; member acknowledgements; donor acknowledgements; scholarship report; press releases/Newsletters 
• Oversee deliveries of oil, water, gas, and trash pick-up.

Qualifications

• Bachelor's degree in business administration, arts administration, or a related field preferred.
• Prior experience in office management or administrative support, ideally in a nonprofit or arts environment.
• Strong organizational, multitasking, and communication skills.
• Proficiency with office software (Microsoft Office Suite, email, databases).
• Ability to work independently and as part of a team.
• Interest in the arts and commitment to supporting artistic programs is a plus.

Application Process

Interested candidates should submit a resume and cover letter outlining their relevant experience to the Carving Studio and Sculpture Center to Marianne R. Klimchuk mariannerklimchuk@gmail.com Applications will be reviewed on a rolling basis until the position is filled.