About Sonoma Valley Museum of Art
Sonoma Valley Museum of Art (SVMA) is the largest visual arts organization in the San Francisco North Bay region. With a budget of $1.4 million, SVMA has approximately 800 members, a professional staff of 8, and a dedicated Board of Directors.
On the occasion of the Museum’s 20th anniversary, SVMA has just completed a new strategic plan, and in 2018 will launch a multi-year campaign to fund the expansion of 4 key cultural and educational priorities. For more information on Sonoma Valley Museum of Art, please visit www.svma.org.
30 hours per week (includes benefits)
The Administrative Coordinator’s primary role is to support the Executive Director and perform a variety of routine to complex administrative, clerical and office duties.
Responsibilities and Duties
- Attends to day-to-day administrative needs of the museum’s office
- Assists with organizing meetings, notifies attendees and sends reminders on behalf of the Executive Director
- Conducts independent research and assists with special projects and event management
- Provides administrative support for museum travel programs and other fundraising events
- Prepares agendas, correspondence, reports, and other requested documents as required by the Executive Director, maintaining a high level of confidentiality
- Assists in preparation for Board and Committee meetings; gathers staff, board, and community partnership reports for the Executive Director; provides administrative support for Board and Committee members as needed
- Organizes and prepares meeting spaces for conference calls and telecommunications, including logistical arrangements for domestic and international calls
- Organizes travel arrangements including airline, car, and hotel reservations for Executive Director and other staff as assigned
- Processes invoices for donations, memberships, event & workshop reservations, etc.
- Manages incoming and outgoing mail for the Museum and ensures mailing supplies are stocked
- Answers phones and manages incoming communications (email, phone, post) and directs to appropriate staff as needed; manages the administrative email account
- Implements and maintains effective management systems for the museum’s paper and electronic records, including accounting, insurance, contracts, etc.
- Oversees and maintains inventory of office supplies
- Maintains printer supplies, printer ink, etc.
- Oversees inventory and budget for snacks and beverages for designated meetings (Board, Development Committee, etc.) and ensures meeting spaces are set in advance
- Receives packages and welcomes visitors for appointments
- Additional duties as required
- Occasional evening and weekend work required
Qualifications and Skills
- BA/BS degree and 2 years administrative experience, or an equivalent combination of training and experience
- Demonstrated organizational skills and ability to balance priorities and meet deadlines promptly in a fast-paced office
- Ability to appropriately handle sensitive information and communications with staff, Board, and stakeholders with integrity and confidentiality
- Excellent written and oral communication skills; possess strong writing, detail editing, and proofreading skills
- Proficient in the use of computers and software applications, including database management; the ability to learn new applications
- Possesses excellent interpersonal skills, initiative, sound judgment, positive attitude, and ability to work independently as well as in team environment
- Interest in or knowledge of contemporary and modern art desired (not required)
Interested parties please email resume and cover letter to firstname.lastname@example.org