FirstWorks Executive Coordinator

Administration:  

• Oversee daily management of FW office, including telephone and reception, mail collection, office supplies 

• Manage relationship with IT service, maintain office technology, provide tech support to staff 

• Liaise with third party contractors for services, and coordinate with building management about access, repairs, etc. 

• Maintain institutional calendars, staff communication systems (Asana, OneDrive), Standard Operating Procedures 

• Serve as Board of Directors liaison to schedule meetings, write and send communications, records, agendas, minutes, etc.; support new Board member on-boarding 

• Provide Human Resources support; staff searches, on-boarding, recruiting and helping to supervise interns; schedule and track staff performance reviews 

• Working under the supervision of the Accountant/Bookkeeper, perform light bookkeeping functions such as data entry and report generation, documenting and filing invoices/receivables; provide support for annual audit 

• Support internal meetings through agenda development, meeting facilitation, minute taking, circulating action items, and follow up on assignments 

• Database management including entry, database hygiene, pull various departmental reports, modify system layout as needed, contract management and interface with CRM provider 

• Provide support for grant proposals and reports, annual campaign, donor cultivation and special events as needed 

• Support to senior leadership with schedule management, coordinate and prep for external partner meetings, conference scheduling, or assemble relevant copy/materials for partners 

Marketing: 

• Oversee Box Office management and Front of House; create show-specific box office events, monitor box office communications and assist patrons with ticketing, run sales reports, manage comp tickets and holds, and liaise with external box office vendors if applicable 

• Set up and monitor Virtual Stage events via box office when applicable 

• Implement marketing and cross promotional efforts, including group sales, package and affinity group pricing, and community outreach to partners and stakeholders 

• Coordinate distribution of marketing materials and media communications, including local event listings and direct mail campaigns 

• Light video editing, including packaging of recorded Zoom events for web 

Program: 

• Support program logistics, including liaising with community partners 

• Serve as Zoom admin for Virtual public engagements 

• Attend partner planning meetings as needed 

Anticipated Salary:  $40,000-$45,000 

Anticipated hire date: ASAP 

This is a full-time position. 

Desired skills/experience:  

• 1-3 years work or equivalent experience in arts administration, cultural non-profit organizations 

• Previous administrative, office management, or other relevant experience strongly preferred   

• Excellent written and verbal communications skills  

• Superior organizational ability and attention to detail  

• Ability to troubleshoot and proactively remedy tech/database issues  

• Ability to work independently and as part of a team  

• Facile knowledge/user of software applications (i.e., word processing, spreadsheets, email, search engines, databases), familiarity with SalesForce/Patron Manager, Asana, Microsoft 365, QuickBooks preferred  

• Welcoming presence: ability to generate enthusiasm for the organization, elicit cooperation, and get information over the phone, via email, and in person 

• Knowledge of Greater Providence, business community, creative community and some experience in interacting with the nonprofit arts & culture sector a plus 

• Access to use of personal vehicle to travel between worksites