Administrative Assistant | Safos Dance Theatre

ARTS COMMISSION; United States; Remote; USD 10,000 - 60,000; Part time

Job summary

A leading arts organization seeks a part-time Administrative Assistant to support various projects, manage communications, and oversee travel arrangements. The role requires strong organizational skills, attention to detail, and the ability to multitask. This remote position offers flexible hours and a wage range of $15-18 per hour, with no benefits available. Ideal candidates will have grant writing experience and be bilingual in English and Spanish.

Qualifications

• Grant writing experience preferred.
• Arizona residence preferred.

Responsibilities

• Manage administrative functions supporting projects.
• Coordinate travel and logistics for tours.
• Assist with grant proposals and financial documentation.

Skills

Organizational skills

Attention to detail

Multitasking

Bilingual English/Spanish

Strategic thinking

Tools

GSuite

Mailchimp

Canva

Wix

Job description

Overall Responsibilities: Administrative Assistant is responsible for the administrative functions necessary for the day-to-day operations that support Safos Dance Theatre’s projects Stories from Home and Dance in the Desert as assigned; including working directly with the Stories from Home team (Artistic Director, Tour Coordinator, and interns) and the Dance in the Desert team (Director, Researcher, Program Coordinator, and dance artists) functioning as the communications hub; managing and administering contracts; assisting with grant proposals, assisting with social media, and coordinating schedules and travel. Some travel required. Grant writing experience preferred. Bilingual English/Spanish preferred. Flexible schedule: remote/telecommute, part-time. Position reports to Yvonne Montoya.
Seeking someone with:

• Day time availability
• High self-motivation and strong organizational skills
• Strategic thinker with solutions focused mindset
• Excellent attention to detail
• Ability to multitask and work in small teams
• Familiarity with GSuite, Mailchimp, Canva and Wix
• Arizona residence preferred.

Areas of administrator responsibility include:

Travel:
Research, coordinate, and book all travel based on contract arrangements with the host and pursue reimbursements with reports as necessary. Logistical coordination of travel and transportation arrangements for tours; creating in depth schedules and working with the administrative team to coordinate all travel. Possible travel with the company including international travel.

Communications & PR:
Manage social media accounts updates. Provide headshots and other PR material for presenters as requested. Liaise with interviewers for fact-checking needs. Main point of contact for dancers.

Inquiries & Contracts:
Oversee travel MOUs. Assist with scheduling and booking matters and contracts.

Financial:
Maintain project budgets: create invoices; collect receipts & submit for reimbursement; track payments; coordinate payment of bills, coordinate payment to contractors and vendors.

Grant Writing:
Assist with grant proposals and reports in collaboration with the team. Manage grant documentation and timelines.

Office and I.T.:
Primary contact for ongoing running of all mechanics and technology.

Scheduling:
Keep the Google Calendar up-to-date in conjunction with the Artistic Director, dancers, and designers. Work with the Safos team to ensure accuracy of all travel plans.

Terms of Employment:

15-20 hours/week, wage range wage range $15-18 per hour commensurate with experience. Position will be paid monthly (end-of-month); wages calculated hourly; paid as part-time staff. Grant funded through June 2026.

No benefits are available with this position.

Details

Organization/Company: Safos Dance Theatre
Website: https://www.safosdance.org/workwithus
Location: Remote
Deadline: May 19, 2025
How to Apply: Send a cover letter, resume or CV, and the names, titles, and contact information for no fewer than 3 professional references to Baylie MacRae [e-mail]

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