Administrative Assistant

Position Overview:

ArtsUP! LA is seeking a highly organized and motivated Administrative Assistant to provide essential support to our team. The ideal candidate will be creative, have excellent communication skills, a passion for the arts, and the ability to manage multiple tasks in a dynamic, fast-paced environment. This individual will support day-to-day operations and contribute to the smooth functioning of the organization. The majority of this position can be done remotely, but about 25% of the time will involve on-site responsibilities. Although this position will have plenty of opportunity for growth, the current expectation is an average of 10-15 hours of work per week.

ArtsUP! LA is a non-profit performing arts organization that serves diverse communities including people with disabilities, military veterans, and Los Angeles based youth. We remove barriers to participation and provide unlimited possibilities for artistic expression, building diverse artists and audiences who are changing how the arts are presented and experienced. With a focus on accessibility and representation in the arts, ArtsUP! LA is a bridge between professional theater and often overlooked communities.

Key Responsibilities:

Administrative Support:

• Provide general administrative support to the Executive Director.
• Manage calendars, schedule meetings, and help organize staff and programming events.
• Assist with payroll, accounting, budgets, and strategic planning.
• Handle incoming communication, including phone calls and emails.
• Draft, proofread, and format correspondence, reports, and presentations.
• Work with program managers on scheduling and logistics.
• Maintain and update filing systems, both digital and physical, to ensure records are kept current and accessible.

Human Resources (HR):

• Assist with HR functions, including maintaining personnel records and onboarding new employees.
• Support in managing employee benefits, leave tracking, and compliance with labor laws.
• Coordinate training and development opportunities for staff.

Legal and Contracts:

• Assist in organizing and managing contracts for performers, vendors, and other partners.
• Support the review and filing of legal documents and agreements, ensuring compliance with relevant laws and organizational policies.

Board Reporting and Governance:

• Assist in preparing reports and materials for board meetings.
• Ensure that all required documents are submitted to board members on time.
• Maintain board-related files and communications, including minutes, resolutions, and action items.

Event Coordination:

• Assist in the planning and coordination of performances, events, and community outreach programs.
• Coordinate logistics for rehearsals, performances, and meetings, ensuring that all necessary resources and materials are available.
• Liaise with vendors, venue staff, and volunteers for event support.

Fundraising and Donor Relations:

• Support fundraising efforts by assisting current teams in preparing and managing donor correspondence, thank-you letters, and event invitations.
• Assist in the research and tracking of grants and donations, including maintaining donor databases.
• Help coordinate fundraising events and donor stewardship initiatives.

Office Management:

• Maintain office supplies and equipment inventory.
• Ensure that office systems are running smoothly and efficiently.
• Assist in onboarding new staff and volunteers.

Communication and Outreach:

• Work with current IT teams to maintain the company’s website, social media, and mailing lists, ensuring content is up-to-date.
• Assist with creating promotional materials, newsletters, and press releases.
• Foster positive relationships with artists, stakeholders, patrons, and community members.

Qualifications:

• Education: High school diploma required; Associate's or Bachelor's degree in arts administration, business, or a related field preferred.
• Experience: Minimum of 2 years working with a non-profit or arts organization, preferably in administrative or office support role.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
  • Strong written and verbal communication skills.
  • Excellent time management and organizational abilities.
  • Ability to work independently and in a team environment.
  • Knowledge of nonprofit operations and the arts is a plus.
• Personal Attributes:
  • Strong attention to detail and ability to prioritize multiple tasks.
  • Enthusiasm for the performing arts and the mission of the organization.
  • Professional demeanor and customer service-oriented attitude.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

Fluent English required