City Arts & Lectures is seeking a candidate for a part-time Administrative Assistant at their office in San Francisco. Job responsibilities include inbox/voicemail/office management, drafting communications and email campaigns, database entry, membership processing, record keeping, and administrative assistance to co-Executive Directors. Desirable candidates will be highly organized, observant, proactive, thoughtful, and dynamic. This is a public-facing position, so friendliness and attention to detail are hugely important. This position begins mid-May 2024 and extends through October 2024, with a possible opportunity to extend. It requires being physically present at our office in Hayes Valley, San Francisco on Monday, Tuesday, Wednesday and Thursday every week from 9am-4pm or 10am-5pm (28 hours/week).

It is vital that the person in this position can work off of a list of regular tasks, but also work proactively, self-sufficiently, and be attentive to other needs within the office. While the job description for this role is specific, there are many aspects to the work (administrative, marketing, production, stewardship & more) and a “roll up your sleeves” approach is necessary. This is a very small organization and a fast-paced office setting with a large list of daily, weekly, and seasonal tasks.

QUALIFICATIONS

• Keen attention to detail; strong organizational & problem-solving skills; self-driven work ethic

• Excellent writing skills, proofreading, and verbal communication skills; ability to proofread and write with clarity, style & professionalism

• Proficiency in Google Suite, Microsoft Office, Mailchimp, database management required • Ability to work both independently and collaboratively in a small team environment

• Ability to handle multiple tasks and priorities and meet deadlines in a fast-paced environment

RESPONSIBILITIES

Administrative

• Answer office phone calls and check and respond to voicemail daily

• Inbox management: respond to inquiries to our general email address

• Website upkeep: Maintain radio broadcast schedule, update other web content, as directed by Executive Directors

• Assisting Co-Executive Directors on various projects including guest travel arrangements, event planning details, radio scripts, etc

• Membership: Send members reminders to renew (monthly) and process new memberships/contributions

• Neighborhood outreach: Maintain email list of local businesses/neighbors and offer comps when applicable

• Mailing: Process ticket donations to charity fundraisers, mail ticket return postcards, process and mail gift certificates

• Record keeping: Update event details on various spreadsheets, maintain database
• Transcription: Transcribe, edit, and post past conversations from our archive onto our website

Marketing/Publicity/Copywriting

• Publicity: Set up Google alerts for all upcoming guests and keep tabs on all reviews and news items. Basically, be the eyes and ears for everything about upcoming guests in the news (book release dates, good reviews, notable Tweets or posts, etc).

• Social Media: Liaison with Social Media Manager

• Newsletters: Create & send event announcements, ticket buyer reminders & other email communications to our mailing list

• Distribute flyers and pamphlets in the neighborhood, within the community, and to guests/interviewers/publishers

Job Types: Part-time, Temporary

Pay: $35.00 per hour

Expected hours: 28 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• No weekends

Ability to Relocate:

• San Francisco, CA 94102: Relocate before starting work (Required)

Work Location: In person