Administrative Assistant

The Office Assistant serves as the welcoming face of the Emporia Arts Council by providing exceptional customer service while supporting the daily administrative operations of the organization. This position assists staff, students, artists, members, volunteers, and patrons by ensuring efficient front desk operations, processing registrations and ticket sales, maintaining records, and supporting programs, events, and performances. The Office Assistant works closely with the Art Education Coordinator and other staff to provide outstanding service to the community.

Essential Duties and Responsibilities

Front Desk & Customer Service

• Welcome visitors, members, students, artists, and patrons in a professional and friendly manner.
• Answer and direct incoming telephone calls with professional phone etiquette.
• Maintain a thorough knowledge of current classes, performances, exhibitions, memberships, and programs.
• Respond to general inquiries or direct guests to the appropriate staff member.
• Take detailed phone messages including:
• Correct spelling of caller's name
• Return phone number
• Email address
• Reason for calling
• Email phone messages promptly to appropriate staff using the caller's name and purpose in the subject line.
• Maintain confidentiality of customer, donor, and organizational information.

Administrative Support

• Process class registrations and collect fees.
• Sell tickets for performances and special events.
• Operate and balance the cash register daily.
• Process payments accurately using the Point-of-Sale (POS) system.
• Enter and maintain accurate customer information in organizational databases and spreadsheets.
• Prepare copies, attendance sheets, registration forms, and other documents as needed.
• Assist with filing and general office organization.
• Order cleaning and office supplies for the facility.

Retail Store & Gallery Support

• Maintain a clean, organized, and welcoming retail and gallery space.
• Enter retail inventory into the POS system.
• Assist with inventory tracking and sales reporting.
• Prepare class registration materials after class schedules are finalized.
• Assist customers with retail purchases and gallery questions.

Communications & Mailings

• Assist with newsletter printing and distribution.
• Prepare bulk mailings, including:
• Mail merges
• Collating materials
• Stuffing envelopes
• Applying postage
• Assist in coordinating volunteers for large mailings when needed.
• Promote art classes and assist customers with registration.

Facility Maintenance

• Maintain cleanliness and organization of the front desk, retail area, classrooms, and front entrance.
• Perform light housekeeping duties including:
• Dusting
• Sweeping
• Laundry
• General organization
• Help maintain safe sidewalks by shoveling snow and applying ice melt during winter months.

Events, Performances & Rentals

• Assist with Emporia Arts Council performances, gallery receptions, fundraisers, rentals, and community events.
• Sell tickets during performances and special events.
• Assist with event setup and tear down.
• Clean kitchen and event spaces following receptions and fundraisers.
• Move tables, chairs, and equipment as needed (must be able to lift 30–50 pounds).
• Provide exceptional customer service during public events.

Job Summary

We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will serve as the backbone of daily office operations, ensuring seamless communication, efficient management of administrative tasks, and exceptional support to our staff and clients. Your energetic approach and attention to detail will help foster a productive and welcoming environment. This position offers an exciting opportunity for someone eager to contribute to a thriving organization while honing their office management skills.

Duties

• Manage front desk responsibilities, including greeting visitors and directing phone calls using multi-line phone systems with professionalism and courtesy
• Perform data entry and maintain accurate records using spreadsheets, Microsoft Office, Google Workspace, and bookkeeping software
• Coordinate calendar management, schedule appointments, and organize meetings for team members and executives
• Handle correspondence via email, word processing documents, proofreading materials, and preparing reports with precision
• Support client communication efforts by providing excellent customer service and addressing inquiries promptly
• Oversee office supplies inventory, filing systems, and general clerical tasks to ensure smooth daily operations
• Assist with bookkeeping tasks such as invoicing, expense tracking, and basic financial record keeping

Requirements

• Proven experience in office management or administrative roles with strong organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel), Google Workspace (Docs, Sheets), and familiarity with productivity software
• Excellent computer literacy including data entry, typing speed, proofreading, and technical proficiency in office equipment
• Experience with QuickBooks or similar accounting software is highly desirable
• Strong phone communication skills with knowledge of multi-line phone systems and phone etiquette
• Bilingual abilities are a plus to support diverse client interactions
• Previous experience as a receptionist or personal assistant in medical or dental settings is advantageous
• Demonstrated ability to manage time effectively while handling multiple priorities in a fast-paced environment

Join us as an Administrative Assistant and become an essential part of our vibrant team! Your enthusiasm for organization combined with your technical skills will help us deliver outstanding support internally and externally. We value proactive individuals who thrive on making a difference every day!

Pay: $15.00 - $17.00 per hour

Work Location: In person

Salary : $15 - $17