Job Description
The Administrative Assistant provides essential operational, financial, and executive support to the Executive Director of the Meyer Art Center. This role ensures smooth day‑to‑day operations, accurate financial administration, and effective coordination of organizational programs, donor engagement, and campaigns. The position advances three core areas of administration: Office & Operations Management Financial Administration & Data Entry Executive Assistance & Project Support This role requires strong organizational skills, attention to detail, and the ability to work independently while supporting a growing arts nonprofit.
Duties and Responsibilities:
Office & Operations Management Monitor organizational inboxes: Manage incoming mail Respond to general inquiries Maintain and update organizational calendars, including Assist the Executive Director in managing the City Public Art MOU and other administrative agreements. Maintain digital and physical filing systems following nonprofit record‑keeping best practices. Support general office operations, including supply management, vendor coordination, and basic facility needs (once a physical space is established). Prepare meeting materials, agendas, and minutes as needed. Support compliance tasks such as annual filings, license renewals, and document retention. Financial Administration & QuickBooks Data Entry Ensure all bills and invoices are paid on time. Deposit checks promptly Enter and categorize financial transactions in QuickBooks Online , including: o Accounts payable o Expense receipts o Donations o Sales revenue from classes, workshops, events, and merchandise Reconcile electronic payment platforms Prepare and send monthly financial reports to the bookkeeper by the 1st of each month , including: Monitor monthly financial statements to ensure revenue targets and expense controls are met; flag issues for the ED. Provide weekly financial snapshots to the Executive Director. Assist the ED in improving fiscal performance, tracking KPIs, and implementing financial best practices. Maintain accurate donor, sales, and program revenue records across systems. Support annual audit or financial review preparation. Development, Donor Support & Campaign Administration Administer Bloomerang CRM to support operational fundraising and the Capital Campaign. Manage the Patrons Program/Membership, including renewals, acknowledgments, and benefits tracking. Assist with donor engagement by:
o Ensuring timely donation acknowledgments, thank‑you cards, and follow‑up o Scheduling donor meetings, o Preparing briefing materials o Coordinating donor communications Support major fundraising initiatives, including: o Meyer Art Festival / Experience the Meyer o Harvest Art Gala o Giving Tuesday o End‑of‑Year Appeal Track campaign progress and prepare reports for the ED and Board. Maintain accurate donor records and ensure data integrity. Executive Assistance & Project Support Provide direct administrative support to the Executive Director, including scheduling, communications, and task coordination. Assist with project management for organizational initiatives, capital project milestones, and program development. Draft correspondence, reports, and presentations as needed. Support Board communications and meeting preparation when requested. Coordinate logistics for events, meetings, and community outreach activities. Skills & Competencies:
Demonstrated enthusiasm for the Meyer Art Center's mission and commitment to serving people Outstanding interpersonal skills with clear, effective written and verbal communication Ability to build trust, collaborate as part of a team toward shared goals, and navigate relationships with emotional intelligence Strong problem‑solving abilities supported by sound judgment Detail‑oriented, organized, and reliable in managing information and documents Skilled at prioritizing tasks, meeting deadlines, and following through with minimal supervision Strong project management skills, including planning, coordinating, and tracking multiple projects and deliverables Consistent professionalism, strong work ethic, conscientiousness, and participation in meetings and events Ability to learn, use, and optimize organizational platforms and tools (Bloomerang, QuickBooks, Wix, PayPal, Square/Zettle) to strengthen accuracy, efficiency, and workflow performance Strong analytical skills, including the ability to interpret financial statements, budgets, and administrative data Proven employment history reflecting professionalism, integrity, leadership, and attention to detail Education and Experience:
Degree in Business Administration, Nonprofit Management, Arts Administration, or related field preferred Minimum 5 years of experience in operations, administration, finance, development, or related nonprofit roles Licenses & Requirements Valid state driver's license and satisfactory driving record Ability to lift 20 pounds Successful completion of a WSP background check Regular, reliable attendance and adherence to organizational policies and ethical standards Pay:
$23.00 - $25.00 per hour Benefits:
Flexible schedule Work Location:
In person
