Administrative Assistant

Peninsula School of Art (PenArt) is Door County’s inclusive destination for art makers, admirers, students, and advocates – cultivating personal and community wellbeing through classes, programs, and discourse. Since 1965, PenArt has been a leading innovator of creative experiences and arts education for participants of all ages and abilities. Each year, PenArt offers over 2,000 hours of arts instruction to some 700 adult students, and more than 500 hours of instruction to over 300 youth. At the annual Door County Plein Air Festival, thousands of participants engage with world class artists as they paint the Peninsula’s most iconic outdoor scenes. Dynamic events, workshops, exhibitions, and artist residencies celebrate and support people at all stages of creative life while fostering a culture of belonging.

The Administrative Assistant plays a vital role in supporting the daily operations of our team by serving as the first point of contact for students and visitors to the Peninsula School of Art. In addition to acting as an ambassador for the school, the Administrative Assistant is responsible for maintaining office supplies and organization, assisting with project coordination, and managing incoming and outgoing communications. As part of a dynamic organization, this role performs a variety of tasks requiring excellent organizational and communication skills. This role is ideally suited for candidates with strong interpersonal skills, a proactive approach, and an interest in the visual arts.

Essential Duties and Responsibilities: Duties may be modified, or additional duties assigned:

Student and Visitor Support

• Greet and assist visitors, students, faculty, and resident artists with a warm and welcoming demeanor, ensuring a positive first impression of our organization.
• Handle calls and emails in a timely, courteous, and professional manner, directing inquiries to the appropriate staff member; promote programs and events; and respond appropriately to requests for general information using email, hard-copy, and people resources.
• Maintain the front desk and first floor as a clean, professional, and welcoming space.
• Utilize Neon CRM (training provided) to process registrations, transfers, and cancellations; memberships, merchandise, and artwork sales; and enter class, ticket, and store item information.
• Participate in opening and closing duties of first floor, including unlocking/locking doors, turning on/off lights, checking student kitchen, checking bathrooms, and removing trash.

Marketing and Development Support

• Utilize Neon CRM for gift entry, pledge reminders, and stewardship mailings.
• Assist in maintaining and updating social media.
• Assist in maintaining and updating the organization’s website.
• Responsible for updating external profiles and event calendars with organizations such as Destination Door County and Visit Fish Creek.
• Coordinate ads, design and other marketing tasks as assigned.
• Assist the Director of External Affairs as needed with other marketing and development tasks.

Organizational Support

• Coordinate and schedule maintenance, cleaning, safety, tech, and repair visits to ensure timely resolution. Communicate with Executive Director regarding larger matters for resolution.
• Process and distribute mail, deliveries, and shipping requests in a timely, efficient, and cost-effective manner.
• Inventory, order, and maintain office supplies, paper and cleaning products, and student kitchen items.
• Collaborate with other staff members to support groups, meetings, events, and programs in the building; may include scheduling, greeting, room setup and cleanup, preparing meeting materials, and catering/hospitality services. Prepare meeting agendas and minutes as requested.
• Facilitate billing and payments for various vendors. Create and send invoices for services.
• Assist with tracking and managing of expenses in Quickbooks (training provided).
• Assist the Executive Director in the preparation of the organization’s budget.
• Provide general administrative support as requested, including but not limited to word processing, compiling materials packets, data entry, filing, etc.

Qualifications:

• Administrative experience, preferably 2 years ideally in an arts, educational, or non-profit setting.
• Superior project management skills, attention to detail, and ability to manage multiple tasks and timelines.
• Social media and marketing experience.
• Ability to work a flexible schedule, including weekends and occasional evenings.
• Awareness of societal and structural inequities, and commitment to effectively establishing relationships and positive communications across multiple dimensions of diversity including, but not limited to race, gender, varying abilities, nationality, sexual orientation, gender identity, class, or religious perspectives.
• Commitment to the mission and values of PenArt.

Knowledge, Skills and Abilities:

• High level of proficiency with Microsoft Office Suite. Training will be provided for G Suite, Air Table, Quickbooks, Bill.com, Square and Squarespace. General computer skills and ability to learn new software programs are essential.
• Strong organizational skills with meticulous attention to detail.
• Commitment to treating highly sensitive information with confidentiality and respect.
• Ability to multitask and prioritize tasks in a service-oriented, fast-paced environment.
• Demonstrated strong oral and written communication skills, including strong interpersonal skills and an excellent grasp of grammar and punctuation.
• Interest in and ability to learn new tasks and solve problems as they arise.

PenArt is an equal opportunity employer and value diversity within our organization. We are committed to providing a welcoming, supportive, and inclusive environment for everyone, regardless of gender, gender identity or expression, sexual orientation, ability, physical appearance, body size, race, color, age, religion, national origin, economic status, or political affiliation.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $20