Title Executive Assistant and Administrator
Organization Art House Dallas
Closing Date
Location Dallas, TX
Information

BACKGROUND | Art House Dallas provides artist care, community, and development for all individuals seeking to lead creative lives so that they might be a force of good in their immediate and greater communities. Central to our mission of Cultivating Creativity for the Common Good, Art House Dallas believes in the power of creativity to form a more thoughtful, compassionate, and united Dallas. We accomplish our mission by fostering community amongst individuals, believing that their rich artistic expression will bring a greater sense of community to our city. Our programming reaches individuals across many genres of the arts, including music, writing, visual art, spiritual formation, and more.

SCOPE OF POSITION | Art House Dallas is looking for someone who has an affinity for our mission, loves the arts, and sees creativity in all people. Art House Dallas seeks a detail-oriented, hardworking, and highly organized individual to assist the Executive Director and Art House community. This position is ideal for someone who likes to maintain a database system, increase efficacy, problem-solve, and has a “can do” approach. It will involve robust writing and research skills, attention to detail, and professionalism for communicating within the organization and outside stakeholders. This position is a tremendous growth opportunity for someone eager to learn a dynamic non-profit organization’s inner workings. This position reports directly to the Executive Director and provides support in the key areas of Administration, Development, Programming, and Facilities.

Programs and Events
– Plan, organize and collaborate with staff, contractors, vendors, and venues to ensure
meaningful and purposeful events are executed in a way that communicates the need and mission of Art House Dallas
– Manage event contracts
– Help negotiate contracts with outsourced contractors (venue, A/V, florist, linen rental, décor, valet)
– Maintain updated internship descriptions for distribution to local universities for Spring, Summer, Fall semesters
– Assist Programs Manager with Art House Dallas events (registration, event check-in,
and preparation)
– Review and recommend prospective interns for interviews with the Programs Manager
– Maintain and track individual volunteer records and participation as needed
– Review all documents, websites, and program content to ensure no spelling or grammatical errors
– Manage the online store which includes corresponding with customers, processing
and shipping orders

Administration
– Process and file expense reports
– Track and file receipts
– Provide administrative support for the annual audit and internal tasks, such as taking staff meeting minutes and collecting activity reports
– Demonstrate a high level of professionalism in dealing with confidential and sensitive issues and information
– Attend weekly staff meetings
– Attend quarterly board meetings, as directed
-Process invoices for contractors and vendors
-Perform general clerical duties including but not limited to: filing, photocopying, agenda preparation, and mailing
-Create and maintain a filing system to keep the office tidy
-Develop email system for management with the ED, set up tasks, manage calendar appointments, meetings, calls, or responses in keeping with management system and discuss regularly with ED
-Manage emails for the ED as needed to ensure timely and thoughtful responses for both external partners and internal emails communicating the mission and vision of Art House Dallas
-Review correspondence and respond to questions and meeting requests directed to the ED
-Arrange travel and meetings by developing itineraries and agendas, arranging lodging,
and meetings
-Work with Board Secretary to send out Board reminders, calendar appointments,
and assembling materials
-Retrieve, sort, and distribute mail
-Duties, responsibilities, and activities may change on occasion without notice

Facilities
-Assist in maintaining office (stocking kitchen, helping tenants as needed, maintenance contacts)
-Maintain mailbox system including getting keys made for new tenants
-Assist ED with welcoming new tenants
-Request and manage Certificates of Insurance (COI)
-Assist with updating and filing office leases
-Coordinate with vendors and contractors for repairs and maintenance
-Keep track of rent payments and delinquencies and work with ED to communicate with
tenants as needed

Development
-Create new accounts, update contact information, enter monetary support into the database or alter existing transactions, and backup documents
-Support development efforts with individual asks, grant applications and reports, and sponsorship proposals
-Research individuals, foundations, corporations and identify new prospects or earned revenue streams
-Process auction requests for individual giving
-Act as key support for corporate partnership and sponsorship
-Proactively coordinate and schedule prospect, donor, board, and other meetings, calls, and follow-up items entering information into Salesforce as appropriate
-Process donations, prepare acknowledgment letters, and other correspondence
-Maintain foundation, corporation, and individual donor files in Salesforce database
-Create fundraising reports through Salesforce and other database reports as needed
-Coordinate production and mailing of year-end donation reports and letters
-Prepare donor updates and other media materials for physical and electronic distribution
-Provide background information, meeting summaries, and/or supporting documents in preparation for donor, partner, and foundation appointments (media and donor kits)
-Assist with implementing strategy and strategic donor plans to help ensure partner relationships are being cultivated and established in a way to generate sustainable investments
-Create (and send/archive) donor thank you letters as needed
-Participate in efforts to improve existing systems and processes for grant administration

Grant Writing
-Maintain Development calendar, keeping strict track of grant proposal and reporting deadlines
-Research new grant opportunities
-Assist ED with grant requests as needed including but not limited to grant writing
-Assist with writing grant proposals, Letter of Inquiry requests, and grant reports

Required Knowledge, Skills, and Experience
-A minimum of two years experience in an administrative position, preferably in philanthropy or non-profit sector
-Excellent communication skills; including writing, listening and speaking
-Conveys information clearly and effectively with strong attention to detail
-High emotional intelligence and the ability to interact with a diverse community of people
-Self-motivated, good time management and works well independently, able to prioritize workload with little supervision
-Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) required
-Experience in report formatting and writing
-Knowledge of Salesforce.com preferred
-Knowledge of Google Docs preferred
-Highly process-oriented with the ability to organize and prioritize work
-Become an ambassador for Art House Dallas
-Commitment to Art House Dallas’ mission and values

Application: Email a cover letter and current resume containing at least three professional references to info@arthousedallas.com

Work Schedule: Full-time with occasional evening and weekend events.

Website https://www.arthousedallas.com/