Office Manager

The Arts Club of Chicago; Chicago (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

The Arts Club of Chicago seeks an enthusiastic, experienced administrator to support the Executive Director and office staff across arts programming, exhibitions, communications, finance, hospitality, and HR. You will organize events, manage memberships, assist with publications, and help with daily operations in a collaborative studio-like environment.

Ideal candidates have strong communication, exceptional organization, and familiarity with WordPress and common design/office tools.

Qualifications

• Excellent written and verbal communication skills.
• Strong organizational abilities and prioritization.
• BA/MA in arts administration or related field preferred.
• Arts environment experience preferred.
• Jonas software knowledge desired.
• Word and Excel proficiency required.
• WordPress, Photoshop and InDesign proficiency preferred.

Responsibilities

• Provide administrative support to the Executive Director and staff.
• Coordinate exhibitions, liaise with artists, and manage travel.
• Assist with publications, catalogs, and photography rights.
• Support membership, finance, and office operations.
• Handle basic IT tasks and website maintenance (WordPress).
• Greet visitors, manage communications, and schedule meetings.

Skills

Excellent written and verbal comms

Organizational skills

Prioritization and independent work

Education

Bachelor of Arts or Masters in arts administration or art history

Tools

Jonas software

Microsoft Word

Microsoft Excel

WordPress

Photoshop

InDesign

Job description

We are looking for an enthusiastic, experienced, and flexible individual to play an essential part in our small, but mighty team. You will provide administrative support to the Executive Director and office staff including support for arts programming, exhibitions, communications, finance, hospitality, human resources, bookkeeping, and customer service.

Responsibilities

Exhibitions and Publications

• Work with the Director to coordinate all aspects of The Arts Club’s exhibitions, including liaising with artists and artists’ representatives, making travel arrangements, and coordinating supplementary printed materials and handouts
• Obtain photography rights as needed for catalogues
• Coordinate and edit exhibition catalogue, correspond with graphic designer and printer
• Act as a representative of The Arts Club, giving tours of the exhibitions and private collection when required
• Assist with external research inquiries regarding The Arts Club’s permanent collection or exhibition history
• Coordinate photography of exhibitions and update the website.
• Handle shipping, receiving, storage, and retrieval of exhibition catalogues.

Programs

• Coordinate logistics for programs
• Arrange travel for out-of-town speakers
• Assist and provide support for visiting artists
• Coordinate bi-monthly mailing of program calendar to members

Membership Services and Hospitality

• Help to coordinate the institutional calendar
• Work with Membership Coordinator to keep accurate member database
• Assist in sending communications to members, board and public
• Assist in coordinating committee meetings, including scheduling, A/V setup, and recording minutes for all meetings
• Process check payments daily
• Organize and oversee reservations system for member programs and dining facilities
• Produce daily and event-based menus and other printed materials as needed

Office Management

• Greet members and the public
• Answer telephone and informational queries
• Track stock and order office and dining supplies
• Provide support to Finance Manager, especially with regard to member queries and payroll as needed
• Bookkeeping, including bi-monthly Payroll processing and Account Payable
• Assist in office mailings
• Organize exhibition archives and other office materials
• Maintain orderliness of office
• Maintain member and staff files
• Maintain shared office calendar and scheduling
• Manage project deadlines and delegate tasks to staff as needed

Marketing and IT

• Perform basic tech support for computers, internet service, printers
• Maintain and update website, currently in WordPress
• Collect and announce press received
• Mail books and other promotional materials
• Sell catalogues and other merchandise

Skills and Qualifications

• Excellent written and verbal communication skills. Able to create and edit written communications and press releases
• Highly developed organizational skills. Able to prioritize tasks and work both collaboratively and independently
• Bachelor of Arts or Masters in arts administration, art history, book-keepingpreferred
• Experience in an arts-related environment preferred
• Knowledge of Jonas software is desired
• Working knowledge of computers, including Microsoft Word, Excel required.
• Proficiency with WordPress, PhotoShop and InDesign software preferred