Employment Opportunity: Administrative Assistant – FINE ARTS WORK CENTER in Provincetown

Employment Opportunity:
Administrative Assistant

Title: Administrative Assistant
Supervisor: Administrative Director, Naya Bricher
Full-time/Part-time: Part-time
On-site/Remote: On-site

About the Organization: The Fine Arts Work Center is an artist-led organization based in Provincetown and connected to the world. We support artistic freedom, nurture creative connections, and make possible artistic achievements important to the larger culture. The Work Center is internationally known for its acclaimed seven-month residency program granting fellowships to 20 emerging writers and artists, as well as its open enrollment Summer Workshop Program, an online writing program 24PearlStreet, and an extensive series of year-round cultural events and exhibitions.

Purpose of Position: The Administrative Assistant supports office administration and operation, provides clerical assistance for the Administrative Director and Executive Director, and supports special projects as assigned.

KEY DUTIES:

General Office Support & Customer Service

● Open and/or close the administrative office, lock/unlock dependent on weekly schedule
● Greet visitors and residents as the first contact for public assistance at the front desk
● Provide consistently prompt, friendly customer service to all stakeholders
● Tend to the phone system and operator’s mailbox
● Tend to FAWC general inboxes (info@fawc.org + general@fawc.org)
● Oversee office supplies: monitor, order and organize
● Coordinate office tidiness with Building & Grounds / cleaning team

Administrative Support

● Enter/upload data into Donorview (our CRM) and import contacts into ConstantContact
● On a weekly basis, generate donor cover sheets and tax-acknowledgement thank you letters for review by Executive Director
● Manage mail in all respects, including postage meter, fax and delivery services
● Prepare / proof mailing lists for the Annual Fund, Summer Awards and Summer Catalog
● Coordinate mail forwarding for Fellows, Summer Students, and Summer Faculty

Technology Management

● Assist FAWC staff, Fellow, faculty, students and visitors with simple technology solutions
● Tend to office and Lounge Computer Room equipment
● Order printer supplies (ink, toner, paper) as needed

Bookkeeping Support

● On a weekly basis, prepare check requests for open invoices
● As received, process income in the forms of checks, cash and credit card transactions
● On a bi-weekly basis, code credit card transactions for review by Administrative Director
● File paper check requests and collate checks when cut

Event & Meeting Support

● Attend and prepare minutes for quarterly hybrid Board of Trustee and monthly Executive Committee meetings via Zoom or in person.
● With advance notice, coordinate catering / refreshments for meetings
● Facilitate staff gatherings logistics (e.g. birthdays, lunches, bonding activities, farewells) along with the Administrative Director and Executive Director
● With advance notice, attend programming and fundraising events to as staff support; events may include:

– Special Salons and Benefits (NYC & Boston)
– Summer Awards Celebration in July
– Gallery Exhibition Related Events
– Weekend & Evening Readings, Presentations & Performances

Special Projects & Additional Duties

● Assist Administrative Director and/or Executive Director with special projects and temporary duties as assigned

QUALIFICATIONS:

● Welcoming presence, enthusiasm, people skills and patience
● Good organizational skills, attention to detail, and dependability
● Excellent communication skills, both phone and email
● Comfort with technology and familiarity with office systems
● Strong computer skills, including Microsoft Office programs
● Strong internet skills, including use of Google Workspace

Salary: $22,500 annually for 20 hours per week

How to Apply

Please use the online application form to submit a cover letter and resume with a summary of demonstrable accomplishments. Interviews will be scheduled as applications are received. Please reach out to Naya Bricher at nbricher@fawc.org with questions.

The Fine Arts Work Center is an equal opportunity employer.