Hiring: Office Director

Man with black hair and glasses holding a camera and standing behind a screen of colorful long strands of string.

Office Director

Reports To: Executive Director

Who We Are Looking For

A highly organized and detailed individual who will provide administrative and logistical support for the senior staff. You feel comfortable informing and improving systems to support effective and creative workflow and operations.

Position Description Overview

The Office Director is responsible for providing administrative and communication support for Asian Arts Initiative’s senior staff across the areas of operations, development, marketing, communications, and programming. As a key member of the staff, the Office Director will work collectively to support staff in achieving organizational goals. The Office Director will serve as the main administrative support for the senior staff, play a key role in ensuring the directors effective use of time and engagement and serve as a liaison, in coordination with the team, both internally and with key external partners.

Key Responsibilities

Administrative Support

  • General office management support
  • Scheduling and calendar management
  • Time management support to prevent burnout and redundancy
  • Maintaining organizational contacts in database
  • Bookkeeping and HR admin support

Project Management

  • Support project leads in tracking and managing deadlines
  • Inform and track our responsibilities matrices
  • Track organizational project towards strategic goals
  • Monitor and track progress and engagement with Basecamp, our project management software

Communications

  • Coordinate intake and prioritization of event attendance and engagement opportunities, including partnerships, meeting invitations, speaking engagements, and ensure that follow-up and communication occurs
  • Coordinate administrative support for Board of Directors

General

  • Manage and track relevant budgets.
  • Participate in fundraising and reporting where relevant.
  • Positive attitude and willing participation in a small team dynamic. Willingness to work outside of main responsibilities and serve as an organizational ambassador as advised by the supervisor.
  • Collaborate with director-level management in long-term and strategic planning processes, implementation and monitoring across the organization

Compliance

  • Manage staff and board in timely delivery of regulatory, city/state/regional certificate renewals and updates to organizational papers
  • Maintain calendar and review of said papers

Qualifications

  • Ability to manage complex and confidential information
  • Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
  • Comfortable when working within tight deadlines, and able to turn work around within a short time span and flexible when duties are liable to change at short notice
  • Ability to think proactively; maximize opportunities to promote the work of the organization
  • Commitment to organizational values of social justice and equity.

Preferred Qualifications

  • Excellent interpersonal skills, able to operate with diplomacy, tact, and empathy
  • A high degree of personal organization and self-management

Hours and Compensation

This is a full-time permanent exempt salary position at approximately 40 hours/week. Evening and weekend hours may be required. The salary is $50,000 annually.

The position is eligible for AAI’s medical and dental group plan, a commuter pass benefit, and a generous paid time off package.

Submit resume and letter of interest to jobs @ asianartsinitiative.org with the subject Your Name - Office Director.

 

Organizational Overview

Asian Arts Initiative is a multi-disciplinary and community-based arts center in Philadelphia that advances racial equity and understanding, activating artists, youth, and their communities through creative practice and dialogue grounded in the diverse Asian American experience. Through exhibitions, performances, and community projects, we provide an inclusive gathering place for conversation and exchange of ideas. Our community-based arts initiatives seek out and cultivate innovative models for artists to engage with local communities, with a particular emphasis on working in partnership with our immediate neighborhood. Our primary programs include: 1) Artist residencies, commissions, and presenting of performances and exhibitions for artists to develop professionally and to create socially relevant artwork reflecting community experiences; 2) Year-round out-of-school-time programming for middle school youth, offering creative development and a safe place; 3) Participatory curatorial practices and various community development initiatives in our immediate neighborhood of Chinatown North/Callowhill.