What are the responsibilities and job description for the Events and Special Projects Assistant position at Art Center Sarasota?
Organization: Art Center Sarasota
Location: Sarasota, FL
Website: www.artsarasota.org
Position Title: Events and Special Projects Assistant
Position Type: Entry Level
Position Level: Part-Time Permanent (Wednesday - Saturday)
FLSA status: Non-exempt
About
Situated on the historic Sarasota Bayfront, Art Center Sarasota is the center of Sarasota’s visual arts community. Art Center Sarasota is a member-supported nonprofit 501(c)(3) organization that connects artists and the community through exhibitions, educational programs, and creative experiences.
Our Mission
Art Center Sarasota brings together creatives and the broader public to increase the understanding of our human condition, support well-being, and build community connection through the universal language of art.
About the Position
The Events & Special Projects Assistant provides administrative and operational support for Art Center Sarasota's educational programs, fundraising initiatives, exhibitions, and community events. This highly organized, customer-focused team member helps ensure the successful planning and execution of programs while creating a welcoming experience for artists, members, donors, volunteers, and visitors.
This position averages 20–24 hours per week, generally Wednesday through Saturday, with occasional evening and weekend events.
Event Coordination
- Assist with planning and execution of exhibitions, fundraisers, member events, educational programs, and community activities.
- Coordinate event logistics, setup, supplies, vendor communications, and guest registration.
- Support evening and weekend events, including guest check-in, hospitality, volunteer coordination, and event breakdown.
- Maintain event calendars and planning documents.
Administrative Support
- Provide administrative support to the Executive Director and assist with special projects.
- Prepare correspondence, reports, meeting materials, and project documents.
- Track registrations, sponsorship benefits, and RSVPs.
- Maintain accurate records in Bloomerang and other organizational databases.
- Assist with donor and member stewardship, acknowledgments, and mailings.
Additional Responsibilities
- Support cross-departmental projects and organizational initiatives.
- Assist with research, data entry, and seasonal publications as needed.
- Perform other administrative duties in support of the organization's mission.
Requirements
- Strong organizational and communication skills.
- Excellent attention to detail and customer service.
- Ability to manage multiple priorities and work independently.
- Proficiency with Microsoft Office and Google Workspace
- Experience with nonprofit administration or event coordination preferred.
- Ability to lift up to 25 pounds and assist with event setup.
Preferred Qualifications
- Experience with Bloomerang
- Interest in arts and nonprofit organizations.
Communication Skills
Excellent written and verbal communication skills with the ability to interact professionally with artists, members, volunteers, donors, vendors, and the public. Ability to handle confidential information with discretion and communicate clearly and respectfully with colleagues and stakeholders.
Physical Requirements
This position requires the ability to sit, stand, walk, lift up to 25 pounds, and use standard office equipment. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Affirmative Action | EEO statement
Art Center Sarasota is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, artists, guests, and members of our community.
To Apply
Compensation: Part-Time Permanent $20/hr; 20-24 hours weekly
How to Apply: Interested candidates should submit a resume, brief cover letter outlining their interest and relevant experience, and contact information for three professional references to katherine@artsarasota.org. Applications will be reviewed on a rolling basis until the position is filled.
We appreciate the interest of all applicants. Only candidates selected for further consideration will be contacted.
Job Type: Part-time
Pay: $18.00 - $20.00 per hour
Benefits:
- Employee discount
- Professional development assistance
Experience:
- Customer service: 1 year (Required)
Work Location: In person
Salary : $18 - $20