St. Louis Art Place Initiative
Job Opening – Administrative Assistant
Summary
St. Louis Art Place Initiative is looking for an organized and enthusiastic Administrative Assistant to assist in the day-to-day operation of API’s office. Duties include providing support to each Co-Director’s projects and managing API’s general administrative activities. This is a contract role for 4 – 10 hours each week, at a rate of $20 – $30/hr, commensurate with experience. Working hours and days/hours are flexible and will be mutually agreed upon at the onset of the contract. Candidates must reside in the St. Louis area, but have the flexibility to work from the office or remotely from home. In time, API seeks to expand this role into a part-time or full-time position.
Candidates should send a cover letter, resume, and three references to info@stlartplace.org by November 19, 2024. The anticipated start date is between December 2024 and January 2025. No phone calls please.
Who we are
St. Louis Art Place Initiative (API) is a non-profit organization that does arts-based community development in the neighborhoods of Gravois Park, Benton Park West, and northern Dutchtown. API’s mission is to build wealth for artists through homeownership and transform vacant land into cultural assets with communities.
API has a staff of two Co-Directors and is looking to increase its capacity with an administrative assistant contractor. With such a small staff, API requires all staff to be self-starters who can work independently to meet deadlines using a variety of online tools for clear communication across all projects. Using weekly check-ins and annual, quarterly, and monthly goal-setting, API creates structures to assure constant progress toward achieving its mission. Find out more about API at stlartplace.org.
What you’ll do
The Administrative Assistant will report to the Programs and Operations Co-Director, but work with both Co-Directors and its accountant to carry out the following responsibilities:
Real Estate Administration
- Work with API’s accountant on accounts payable and receivables communication with vendors
- Conduct phone calls and send emails to vendors and partners
- Attend various meetings with the Real Estate Co-Director to take notes and assist with follow-up tasks
- Assemble electronic documents
- Conduct clerical errands
General Administration
- Board meetings
- Lead scheduling and all reminders
- Create agendas and take notes
- Run administrative errands (e.g. checking mail box, depositing checks)
- Conduct filing and document creation and maintenance
- Manage the info@ email address
- Maintain government registrations (e.g. SAM.gov)
- Assist in the preparation of regularly scheduled reports
- Maintain contact lists
- Update and maintain office policies and procedures
Project Assistance
- Assist with fundraisers and community events
- Assist with planning, scheduling, and reminders
- Assist with set up and take down as scheduling allows
- Assist with donor communications
- Assist with administrative tasks of community projects as time allows
- Assist with website updates and newsletter content as able
- Assist with data management through Google Drive and CRM
Requirements
Top Candidates MUST HAVE the following characteristics:
Experience
- At least one year of experience as an Administrative Assistant, Virtual Assistant, or in some role tasked with completing administrative tasks
- Working knowledge of office equipment and administrative procedures
Project management skills
- Ability to effectively manage up and across to each Co-Director depending on which projects they are working on
- Excellent at organizing, from tasks to files
- Excellent at project management–stays on top of multiple projects, is able to prioritize tasks and plan backward, anticipates obstacles, identifies and involves stakeholders appropriately, uses resources wisely
- Excellent time management skills
- Ability to take clear and organized meeting notes
Communication skills
- Excellent written and verbal communication skills
- Tech-savvy–already skilled on variety of platforms (such as Google Workspace, Microsoft, Asana, Slack, and Adobe/Acrobat), and able to easily learn new apps and technologies
- Ability to manage across lines of difference
- Patient, courteous, and professional in interpersonal communication and correspondence
Problem-solving orientation
- A self-starter, problem-solver, and independent worker
- Results-orientation–has a track record of achievement and producing results (rather than getting immersed in process)
- Perseverance and tenacity–perseveres despite obstacles and enjoys finding creative solutions when presented with obstacles
Values
- Committed to diversity, equity, inclusion and accessibility
- Enjoys working remotely
Stand-out candidates
Stand-out candidates might have the following “nice-to-have” characteristics:
- Many years of experience in office administration and project management
- Intermediate to expert knowledge of office management systems and procedures
- Experience in the worlds of real estate and/or arts-based community development