Administrative Assistant Job at HRPivot in Phoenix

The Shemer Art Center is a vibrant, non-profit art center located in one of the first homes built in Arcadia. Its scenic setting and historic charm provide a unique setting in which visitors can explore and enjoy visual arts programming through classes, workshops, lectures, exhibitions and events. For children, a variety of art activities are offered year-round, including After-School Art Classes, Summer Camps and Family Fun Nights. Venue rentals are also available for weddings, board retreats, private parties, and custom classes. An on-site gift shop and outdoor sculpture garden offer one-of-a-kind works of art for sale, which foster the Shemer Art Center’s mission to support and showcase Arizona artists.
 

POSITION SUMMARY:   We are seeking an experienced, proactive, and highly organized Administrative Assistant who thrives in a fast-paced, creative, and mission-driven environment. This individual will provide high-level administrative, management and strategic support to the Executive Director and operations, including programming, exhibitions and events, plus visitor and donor relations. This is an ideal opportunity for a professional who has management-level experience as an Executive Assistant, is passionate about the arts, and is looking for a meaningful role with artist and community interaction.

KEY RESPONSIBILITIES:

• Support the Director’s daily administrative, scheduling and operational communications, with executive-level awareness and initiative, distinct from general staff roles.
• Open and close facility as needed, depending on activities of vibrant center
• Oversee operational and hospitality supply inventory needs
• Oversee and manage operational equipment, technology, software, mail and shipping needs
• Serve as a liaison for the Executive Director with visitors, donors, city officials, and the Board of Directors. maintaining a high level of discretion and professionalism.
• Organize, schedule, and oversee screening, training and managing of administration volunteers.
• Support the planning, logistics, and execution of signature events, which include:
  • Furry Friends Fine Arts Festival
  • Art in the Garden and Sparkling Tea
  • Public Art Forum
  • Shemer Arizona Legacy Golf Tournament
  • Shemer Arizona Arts Festival; and
  • Shemer Honors.
• Provide administrative support for the Shemer Art Center’s Expansion & Legacy Campaign.

SKILLS/QUALIFICATIONS:

• Minimum 3–5 years of experience in an Executive Assistant or senior administrative role.
• Excellent communication and interpersonal skills, capable of representing leadership in meetings, decisions, and daily operations.
• Experienced in navigating ambiguity and prioritizing tasks in a dynamic environment, with ability to manage multiple and shifting priorities.
• Proven ability to work independently with minimal supervision while staying aligned with organizational and Executive Director goals.
• Demonstrated sound judgment and confidence in making decisions, with a strong sense of ownership.
• Innovative thinker with ability to conceptualize and proactively identify opportunities to plan and implement effective solutions for improvement.
• Strong follow-through and accountability to creatively see tasks and decisions through to completion.
• Ability to be resourceful, proactive and comprehensive in dealing with arising issues.
• Knowledge of MAC computers (Apple), plus proficiency with Microsoft Office Suite (Outlook, Word, Excel) and Google Workspace.
• Proficiency in the use and technical support of computers and software.

PREFERRED SKILLS: (Highly Desirable, But Not Required)

• Advanced computer skills (QuickBooks experience a plus)
• Experience with NEON CRM or similar donor databases
• Retail sales
• Human resources

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