Office Manager

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Employer: FirstWorks
235 Promenade Street, Suite 130
Providence, RI 02908
Contact: Marissa Hutton
Email: mhutton@firstworks.org

Job Description

FirstWorks?is a Providence, Rhode Island-based non-profit arts organization dedicated to enhancing the cultural, educational, and economic vitality of our community by engaging audiences with world-class performing arts and education programs, and as Founding Creative Partner for PVDFest, Providence’s premiere arts festival.

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FirstWorks?(FW) is?seeking?an Office Manager to support vital functions of the entire organization. The Office Manager ensures smooth operations across office management, data, and programs. Qualified candidates will?be skilled communicators, highly organized, capable of synthesizing complex information, be proficient in CRM/Databases and MS Office suite applications and have an affinity for the arts. This is a full-time position. Occasional evenings and weekends based on the program schedule are required. Specific responsibilities include:



Administration:

Oversee daily management of FW office, including telephone and reception, mail collection, office supplies

Manage relationship with IT service, maintain office technology, provide tech support to staff

Liaise with third party contractors for services, and coordinate with building management about access, repairs, etc.

Maintain institutional calendars, staff communication systems (Asana, OneDrive), Standard Operating Procedures

Serve as Board of Directors liaison to schedule meetings, write and send communications, records, agendas, minutes, etc.; support new Board member on-boarding

Provide Human Resources support; staff searches, on-boarding, recruiting and helping to supervise interns; schedule and track staff performance reviews

Working under the supervision of the Accountant/Bookkeeper, perform light bookkeeping functions such as data entry and report generation, documenting and filing invoices/receivables; provide support for annual audit

Support internal meetings through agenda development, meeting facilitation, minute taking, circulating action items, and follow up on assignments

Database management including entry, database hygiene, pull various departmental reports, modify system layout as needed, contract management and interface with CRM provider

Provide support for grant proposals and reports, annual campaign, donor cultivation and special events as needed

Support to senior leadership with schedule management, coordinate and prep for external partner meetings, conference scheduling, or assemble relevant copy/materials for partners

Marketing

Oversee Box Office management and Front of House; create show-specific box office events, monitor box office communications and assist patrons with ticketing, run sales reports, manage comp tickets and holds, and liaise with external box office vendors if applicable

Set up and monitor Virtual Stage events via box office when applicable

Implement marketing and cross promotional efforts, including group sales, package and affinity group pricing, and community outreach to partners and stakeholders

Coordinate distribution of marketing materials and media communications, including local event listings and direct mail campaigns

Light video editing, including packaging of recorded Zoom events for web

Program:

Support program logistics, including liaising with community partners

Serve as Zoom admin for Virtual public engagements

Attend partner planning meetings as needed

Requirements

Desired skills/experience:?



Experience in arts administration,?cultural?non-profit organizations?preferred?

Previous administrative, office management, or other relevant experience?strongly?preferred??

Excellent written and verbal communications skills?

Superior organizational ability and attention to detail?

Ability to troubleshoot and proactively remedy tech/database?issues?

Ability to work independently and as part of a?team?

Facile knowledge/user of software applications (i.e., word processing, spreadsheets, email, search engines, databases), familiarity with?SalesForce/Patron Manager, Asana, Microsoft 365, QuickBooks?preferred?

Welcoming presence: ability to generate enthusiasm for the organization, elicit cooperation, and get information over the phone, via email, and in person

Knowledge of Greater Providence, business community, creative community and some experience in interacting with the nonprofit arts & culture sector a plus

Salary Levels

$40,000.00 - $45,000.00

Positions Available

There are 1 positions available at this time.

Application Period

Friday, July 07, 2023 through Saturday, September 30, 2023