Shreveport Regional Arts Council Organization Description

The Shreveport Regional Arts Council, founded in 1976, is the City of Shreveport and Louisiana Division of the Arts designated Arts Organization to oversee Access to the Arts for all Citizens of and Visitors to the 10 parishes of Northwest Louisiana. The Shreveport Regional Arts Council (SRAC) mission is to maximize access to the Arts by nurturing, producing, presenting, and educating about all of the Arts for all of the people of Northwest Louisiana (NWLA) and targeting those who cannot access the Arts through ordinary means.

Position Summary

The Administrative Assistant manages all activities associated with the “reception” including meetings, phone calls, visitors, oversees hospitality, manages volunteers, handles incoming and outgoing correspondence, performs basic data entry, maintains office calendars, types meeting notes, and manages office supplies.

Accountability

• This role reports directly to the Administrative Director and the Executive Director of the Shreveport Regional Arts Council.
• The Administrative Assistant collaborates across the following teams/departments, including but not limited to: Management, Programmers, Operations, Board Members, Advisors, HR, and Compliance.

Essential Functions

Greet visitors: The front desk sets the first impression for all visitors.

• Every visitor must be greeted in a kind and respectful manner and offered a beverage.
• All visitors must be announced before leaving the front desk area.
• The front desk must always be clean and organized.

Oversee Hospitality: Food and beverages must always be prepared for each meeting at the discretion of the Executive Director and Administrative Director

• Food and beverages must always be fully stocked.
• The Front Desk will manage the SAMS account and order accordingly. Occasional grocery shopping is a must.
• Maintain cleanliness, themes, and other preparation for three meeting spaces: Dallas Greene Conference Room, 1st Floor Conference Room, and Executive Director’s office

Manage Volunteers: The majority of SRAC programming is made possible by the help of our committed volunteers. The Administrative Assistant is responsible for growing and maintaining a database of volunteers to communicate with and rely upon for specific roles such as event assistance and administrative assistance.

• Provide hospitality for volunteers.
• Communicate in advance with volunteers a date and time during which they are needed.
• Provide a list of jobs and/or goals for volunteers to implement along with instructions and examples.
• Introduce volunteers to staff management.
• Must provide a report on progress made by the volunteers to the Administrative Director.

Manage Outgoing and Incoming Mail: All postage and physical deliveries are the responsibility of the Administrative Assistant.

• Manage the stamps.com account for basic postage.
• Assist the Administrative Director with communicating with the US Postal Service on bulk mail.
• Deliver gifts or packages to other organizations, or individuals.
• Organize and distribute all incoming mail to the appropriate staff members.
• Record checks and cash in the daily ledger.
• Ensure all outgoing mail is sent before the end of each day.

Perform Basic Data Entry: The Administrative Assistant will input and research contact information in Salesforce. Examples include procuring Board member lists, updating school information, updating staff for nonprofit art organizations.

• The Administrative Assistant will be responsible for inputting visitors’ contact information after every exhibition, public programing, and on as needed basis.
• The Administrative Assistant will be responsible for researching contact information on individuals and/or organizations and inputting the information into Salesforce.

Responsible for Art Sales in Central Artstation Lobby: The Administrative Assistant is responsible for uploading inventory to Square and for facilitating art sales while there is an exhibition in the lobby.

Maintain Office Calendar: all public and private programming, internal and external meetings, rentals, and exhibitions must be entered in the SRAC Outlook Calendar,

• Must be diligent in editing events as needed, i.e., change in times, dates, locations.
• Will be responsible for calling and texting Board and committee members about meeting attendance in advance before each Board meeting. A final list of attendees must be given to the Administrative Director 24 hours in advance.

Copy, Scan, Manage Copiers: The Administrative Assistant is responsible for printing meeting agendas, important documents, scanning contracts, and making copies as requested by the Executive Director and Administrative Director.

Manage Supply Inventory: The Administrative Assistant is responsible for ensuring that all supplies are fully stocked and stored for staff access.

• The Administrative Assistant will research the cheapest price for all supplies, including supplies requested for programming.
• All specialty items must be approved by the Administrative Director and the Finance Director.
• The Administrative Assistant maintains the organization and cleanliness of all the storage areas located in the office building.

Knowledge, Skills, and Abilities

• Must demonstrate proficiency in organizational and communication skills that include Microsoft Suite, Google Workspace, and Adobe Creative Cloud. Knowledge in the customer relationship management service Salesforce, Inc. is not required, but preferred and must demonstrate proficiency within 6-months.
• Demonstrate the ability to be a highly resourceful team-player, with the ability to take initiative and be effective independently, operating with integrity.
• Demonstrate strong writing skills, including grammar cognition.
• Possess excellent communication skills with internal and external staff, partners, management, board, sponsors, and stakeholders, supporting colleagues with pride.
• Possess the ability to be flexible and adapt to change.
• Possess the ability for attention to detail and a dedication to accuracy and timeliness.
• Possess the ability to handle confidential information in a professional and discreet manner.
• Willing to work some weekends and evenings for special programming.
• Capable of carrying 25 lbs up and down stairs.

Education and Experience

2 years college preferred; Minimum 2 years’ experience in business management, arts management, operational management

Application Instructions:

Please submit a resume and a thoughtful cover letter. Your cover letter should express your interest in working for the Shreveport Regional Arts Council and your qualifications for the role.

No phone calls, please.

Equal Opportunity Employer

The Shreveport Regional Arts Council (SRAC) is a diverse organization which values the uniqueness that each person brings to fulfilling its mission. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Shreveport Regional Council will be based on merit, qualifications, and abilities. The Shreveport Regional Arts Council does not discriminate in employment opportunities or practices because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital or veteran status, disability or political affiliation.

Job Type: Full-time

Pay: $16.50 - $18.00 per hour

Expected hours: 40 per week

Benefits:

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

Work Location: In person