Office Assistant

Position Summary: CultureWorks seeks a dynamic, detail-oriented individual to fill the role of Office Assistant. Reporting to the President, this position plays an important role providing administrative support for our critical programs including grant-making, development, communications, and other community engagement programs. A successful candidate will collaborate with CultureWorks team members, CultureWorks board members, local nonprofit arts and culture organizations, as well as individual artists.

ROLES & RESPONSIBILITIES

Development Support

Ensure proper recording and reporting of gifts and sponsorships, and maintenance of donor accounts, through eTapestry donor database. Training will be provided.

Coordinate master calendar of funding requests working with Development and Grant Program Specialist and President to ensure funding requests of foundations, corporations, and public agenciesare created and reviewed before respective due dates to ensure timely submission

Execution of stewardship program including accurate and timely submission of acknowledgement letters to donors and complete, accurate and timely reports (eTapestry and Excel used for reports), birthday/holiday cards, and other acknowledgements. Training will be provided.

Marketing & Communications Support

Periodic maintenance of mailing lists through Mailchimp

Daily management of the public events calendar, including:

• Reviewing pending events and user requests posted to the calendar; adding information from public sources to ensure they are as complete as possible
• Coordinating automated data feeds
• Fielding inquiries and user issues entering events and/or maintaining organization/artist and place pages.
• Managing sponsor-tier add-ons and other paid benefits, such as featured events, widgets, and channels.
• Liaise with calendar platform vendor for technical support (currently Localist, may be moving to Artsopolis)

Routine maintenance of the CultureWorks website updating existing text and images via Squarespace.

Assist Community Engagement Strategist in executing periodic small networking events and in-person programming

Managing videoconferencing via Zoom when CultureWorks hosts virtual meetings

General Office Support

Carry out weekly process to send financial documents (gifts and bills received) to external bookkeeping firm and ensure timely processing. Handle occasional requests of information from the bookkeeping firm.

Maintain digital and physical filing systems

Track and coordinate staff calendars for organization meetings

Participate in document review for style and accuracy

Coordinate board member activities including quarterly full board meetings, and other ad hoc meetings. Includes communication with venues, ordering catering, preparing materials, etc.

Liaise with vendors (IT support, office equipment) to ensure quality delivery of services

Order and maintain program and office supplies

Create and distribute monthly office task calendar (all staff share occasional office cleaning responsibilities)

Offer personal insights, program feedback, and administrative updates as part of a weekly staff meeting

Other duties as assigned

Qualifications:

Qualified applicants must have a passion for arts and culture and a Associate’s or Bachelor’s degree and/or comparable work experience relating to responsibilities above. Successful applicants will also have the following qualities:

Self-starter with initiative and ability to manage work schedule, meet deadlines, and produce high-quality deliverables

Impeccable attention to detail to ensure donor and partner information is recorded/presented correctly

Very strong written and verbal communication skills

Excellent time management and organization skills, enabling progress on multiple efforts in the same timeframe

Strong knowledge of Microsoft Word, Excel, PowerPoint and Outlook

Knowledge of web editing using SquareSpace

Experience working with data entry and reporting in fundraising/development or other databases, such as eTapestry, preferred

Demonstrated ability to effectively build solid working relationships with a diverse group of individuals and organizations

Ability to work effectively in a professional environment

Ability to be an enthusiastic, positive representative of CultureWorks

Ability to work an agreed upon 20-hour weekly work schedule. Schedule and hybrid work details to be mutually agreed upon. NOTE: Occasionally CultureWorks events take place after 5pm, and/or on the weekends.

Willing and able to work on diverse set of responsibilities that may change over time

CultureWorks is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Accommodations are available for applicants with disabilities.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Dental insurance
• Flexible schedule
• Paid time off
• Vision insurance

Ability to Commute:

• Richmond, VA 23230 (Required)

Work Location: Hybrid remote in Richmond, VA 23230