Who we are:
Henry J. Kaiser Center for the Arts is a unique and forward-thinking partnership of the public, private and nonprofit sector, helping to invigorate and celebrate downtown Oakland and bring a historic and storied civic treasure back to life. The building is owned by the City of Oakland, leased to Oakland Civic, the development partner, and managed by HJKArts, a nonprofit organization whose purpose is to showcase Oakland artists and to bring the best arts and entertainment from around the world to Oakland in support of our community.
We are seeking a motivated, proactive self-starter to join our evolving team helping to reimagine the future of this historic venue as a cornerstone of the cultural life of Oakland and the East Bay. The candidate will possess strong organizational skills with an eye for detail and a desire to offer exceptional customer service to clients, vendors and attendees. They must be a self-starter who is able to both take direction, efficiently completing multiple and varied tasks within a given timeline, and also proactive in looking for what needs to be done next, seeking out opportunities to contribute to the team’s success.
Administrative Assistant Responsibilities
- Manage complex calendars and schedules for the Director of Sales and the CEO, ensuring efficient time management across multiple locations.
- Manage the company calendar and serve as a point of reference for date availability and ensuring good cross-team communication through calendar maintenance.
- Track and submit expense reports and invoices, providing support for budget tracking and reconciliation
- Coordinate and manage flow of general office operations such as mail, deliveries, supply orders, etc.
- Work with vendors, partners, and tenants who work in the building, providing administration of leases and agreements, distribution of keys, policies, parking passes and/or other needed information as requested
Reception Responsibilities
- Serve as the point of contact for incoming phone calls to the company’s main line, routing calls to the appropriate team members.
- Monitor the company “info” box(es), helping to answer and/or route questions and inquiries from the public.
- Be the primary liaison for scheduling meetings with external clients, partners, and internal departments.
Event Responsibilities
Work at the direction of the Director of Sales to assist with and/or write and send proposals and other collateral materials to clientServe as point of contact for clients, offering customer service and nurturing strong relationships
- Manage rental contracts, settlements, and deposits
- Obtain permits or licenses as needed
- Facilitate and/or implement room set ups and equipment movement
- Respond to and manage maintenance requests for events
- Provide on-site event execution when requested including
- Supervise janitorial, cart and other routine and preventative maintenance activities during events.
- Manage facilities-related relationships with suppliers, vendors and contractors
- Conduct routine site, security and safety inspections during events
- Facilitate security protocols and providing support when needed
- Maintain compliance with city, state and federal regulations related to facility operations
- Proactively address facility issues before they become problems
- Assist with setup and breakdown of events
- Work collaboratively with all members of the HJK Arts team, clients, patrons, vendors and service providers
What You’ll Have:
- 2+ years of administrative experience, preferably supporting executives or teams in asales or marketing capacity.
- Very strong computer skills and the ability to learn new systems quickly. Familiarity with MS Office or similar product is necessary.
- Exceptional organizational skills with proven experience in managing calendars and coordinating projects.
- Strong communication skills and the ability to build positive relationships with internal teams and external clients.
- Ability to manage multiple tasks simultaneously in a fast-paced environment, prioritizing effectively.
- Proactive and self-sufficient, capable of taking the initiative and seeing tasks through to completion with minimal oversight.
- Experience with expense reporting, event coordination, and travel arrangements.
- Nights and Weekend availability is a must.
- Job Type: Full-time
Pay: $60-$65K
Benefits:
- Health insurance
- Paid time off
- Vision insurance
Job Type: Full-time
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- Nights as needed
- Weekends as needed
Work Location: In person
