Our client, in Zanesville, is seeking a part-time office assistant to join their team! Schedule is flexible and will total 10-12 hours per week.
Job Overview
This position will play a critical role in supporting the Executive Director by maintaining financial records, providing appropriate financial reports monthly, and aiding the Executive Director with the seamless planning, execution, and evaluation of public programs, community events, and cultural initiatives.
Key Responsibilities
Bookkeeping and General Office Tasks
- Bookkeeping and Financial Reporting: Proper and accurate entry and management of financial data, and delivery of monthly financial reporting using Quickbooks.
- Filing, envelope stuffing, document creation, and other general office tasks as needed.
Event Planning, Logistics, and Execution
- On-Site Coordination: Serve as the primary point of contact during live events, managing setup, teardown, scheduling, and overall flow to ensure a seamless experience for participants and attendees.
- Registration, Check-in, and Cash Flow Management: Checking in attendees and managing cash flow of ticket sale and donations during events. Create registration and donor portals in the online donor database system.
Vendor & Artist Management:
- Coordinate with teaching artists, performers, vendors, and equipment suppliers.
- Manage agreements, compliance, and scheduling logistics under the direction of the Executive Director.
Venue & Asset Preparation:
- Arrange necessary permits, rentals, and physical layouts for various indoor and outdoor cultural assets used during programming.
- Marketing Support and Attendance Tracking
Promotional Outreach:
- Assist the Executive Director in executing event-specific social media and newsletter marketing campaigns, creating reels/shorts, and capturing high-quality photos/videos during live events.
Community Calendar Integration:
- Work in tandem with the Executive Director to ensure all coordinated events are systematically updated and accurately reflected on the community-wide cultural asset maps and calendars.
Data Collection:
- Design and implement methods for obtaining specific event data, including audience attendance counts, website user registrations, post-event surveys, and exit interviews for production participants.
Analysis and Reporting:
- Maintain correct data entry for all event metrics and assist the Executive Director in interpreting survey feedback to measure event inclusivity, community impact, and areas needing adjustment.
Qualifications
Preferred Education:
- BA/BS (degrees focusing on Business, Arts Administration, Event Management, or Communications are a plus).
- Bookkeeping-related certificate or license
Experience:
Required: Demonstrated experience in bookkeeping and financial reporting required.
Preferred:
- Graphic design experience a plus.
- Demonstrated experience in event coordination, hospitality, or public programming, ideally within the non-profit or arts and culture sector.
- Excellent written and verbal communication skills; former customer service, public relations, or social media marketing experience is highly preferred.