Program Assistant

Summary:

Reporting to the Education Director and Events & Development Manager, with overall oversight from the Executive Director, the Program Assistant supports the administrative, educational, gallery, and event operations of GAC. Serving as a primary point of contact for the public, this role manages front desk operations and provides cross-departmental support for programs, exhibitions, and special events, including registration, scheduling, communications, and logistics. The ideal candidate is organised, detail-oriented, personable, and enthusiastic about the arts, with strong computer skills and proficiency in Google Workspace, PayPal, Wix, CRM systems (particularly Little Green Light), and online registration platforms; familiarity with Canva is a plus.

General Admin:

• Answer the main office telephone
• Manage mail and deliveries
• Add bookkeeping codes to receipts and invoices
• Sort email in the general info box, respond as needed to direct requests for information, and/or forward messages to appropriate staff
• Manage the general office and the organization calendar
• Assess facility and office supply needs, place orders, and restock.
• Interfacing with the public, such as registrations for classes, memberships, applications, etc.
• Update website & Bloomberg Connects as needed.

Education:

• Administrative support for Education Director
• Assist with registration logistics like updating class descriptions and calendars, as well as tracking enrollment.
• Provide adult and youth student customer service via email, phone, and in-person

student registrations

• Monitor classrooms to ensure proper supplies and materials are available, purchase, organize, set up, and clean as necessary
• Support staff on summer camp programming with registration, parent communications, and day-to-day logistics
• Assist with education-related exhibitions
• Partner with the Education Director to facilitate growing Community Arts Outreach

Gallery duties include:

• Prepare price lists, wall statements, labels, and sign-in sheets for upcoming exhibitions
• Notify accepted and rejected artists
• Update both the Google Drive calendar and website calendars in line with upcoming dates/exhibitions
• Create web pages for exhibitions
• Prepare reception supplies
• Liaise with artists to collect images, statements, shipping details, and other required materials
• Assist the Gallery Coordinator with the drop-off and pick-up of group shows

Events and Development duties include:

• Provide general administrative and boots on the ground support for Events, including the Auction, Arty Martini Party, Holiday Pottery Sale, and occasional pop-up events
• Event assistant for Garrison Craft
• Provide administrative support for Development, including processing integrations in Little Green Light (LGL) and assisting with mailings

QUALIFICATIONS:

• Creative thinker and proactive problem solver
• Strong time management skills
• Excellent attention to detail and organizational skills
• Willingness to learn new programs
• Interest in community engagement, arts education, or arts administration
• Familiarity with websites, payment processing, Excel, Google Sheets, and CRM databases
• Strong communication and customer service skills
• Ability to work self-directed and within a small group; manage several projects at once, and meet deadlines

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

This is a full-time, 35-hour-per-week position. Regular hours are Monday–Friday, 10:00 a.m.–5:00 p.m. (remote Monday; onsite Tuesday–Friday), with summer hours of 9:00 a.m.–4:00 p.m. for approximately eight weeks. Occasional evening and weekend work is required. Work is primarily onsite at GAC and involves extensive computer use, moving throughout office, gallery, studio, and event spaces, and occasionally lifting or carrying up to 25 pounds. Periodic outdoor event work in varying weather conditions may be required.

BENEFITS:

• Health insurance is available to full-time employees following a 90-day introductory period. Enrollment is optional. GAC covers 75% of the monthly premium; the employee’s 25% share is deducted from payroll
• Paid vacation and sick leave
• Opportunity to take GAC classes free of charge
• Staff ID badges gain reduced or free admission to most American museums and arts organizations.

SALARY

$40,000–$42,000

• Health insurance is available to full-time employees following a 90-day introductory period. Enrollment is optional. GAC covers 75% of the monthly premium; the employee’s 25% share is deducted from payroll
• Paid vacation and sick leave
• Opportunity to take GAC classes free of charge
• Staff ID badges gain reduced or free admission to most American museums and arts organizations.