Greater Philadelphia Cultural Alliance

Front Desk Assistant

Front Desk Assistant

Reports To: Operations Director

Supervises: N/A

The Front Desk Assistant is often the first staff person encountered at Asian Arts Initiative (AAI) and is a great opportunity to engage with the organization’s community and neighborhood. The role oversees the building and gallery reception and helps maintain the organization’s office space and day-to-day operations. The Front Desk Assistant works closely with the administrative team.

 

Key Responsibilities

Front Desk

  • Greet, engage and assist any visitors to AAI’s building and calls to AAI; field inquiries. Speak to AAI’s volunteer opportunities, upcoming programming, building activities and space use and provide general neighborhood information.
  • Ensure gallery areas are ready and general hospitality is prepared for visitors. Facilitate intervention on gallery areas when necessary to make them visitor-ready.
  • Manage and maintain inventory of organizational merchandise and process sales.
  • Lead staffing of front desk and staff as needed. Maintain front desk schedule. Train and prepare volunteers, interns and staff on front desk responsibilities.

 

Administration

  • Ensure office common areas are organized, well kept and stocked; order office supplies weekly.
  • Receive and distribute mail and packages daily.
  • Oversee the organization’s info@ account and distribute messages timely and appropriately.
  • Lead routine organizational and staff-wide tasks and announcements in tandem with Administrative Assistant. Manage updates to the staff notices calendar.
  • Assist with volunteer management and rental intake.
  • Assist with assessing existing and developing new internal processes.

 

General

  • Manage and track organizational and departmental budgets where relevant.
  • Lead and/or collaborate on fundraising and reporting where relevant.
  • Positive attitude and willing participation in a small team dynamic. Willingness to work outside of main responsibilities and serve as an organizational ambassador as advised by supervisor.

 

First Year Success Criteria

  • Front desk is staffed without interruption during Asian Arts Initiative gallery hours, in order to assist visitors and tenant guests.
  • Greater and more open communication with guests, resulting in positive visitor experiences at Asian Arts Initiative and visitors returning for future events.
  • Dependable in forwarding messages from the public to staff members in a timely fashion, allowing the organization to build a better relationship with the community by being more responsive and collaborative.

 

Qualifications

  • Experience working with people from different backgrounds. Keen awareness of how bias, privilege and power influence interactions with people and the ability to successfully check bias when making decisions.
  • Outgoing and cordial personality. Shows curiosity in others and enjoys starting conversations.
  • Quick problem solver.
  • Ability to work under pressure.
  • Commitment to organizational values of social justice and equity.

 

Preferred Qualifications

  • Demonstrated experience in a front-facing customer service role.
  • Ability to multi-task and communicate priorities effectively when managing simultaneous requests.
  • Ability to pay attention to detail.
  • Experience working in an arts gallery or similar setting.

 

Hours and Compensation

This is a part-time permanent exempt salary position at approximately 35 hours/week. The hours are 11:30AM-6:30PM Tuesday - Friday and 11:30AM-4:30PM Saturday. Other evening and weekend hours may be required. The salary is $30,625-33,250.

The position is eligible for AAI’s medical and dental group plan, a commuter pass benefit and a generous paid time off package on a prorated basis.

The Front Desk Assistant is often the first staff person encountered at Asian Arts Initiative (AAI) and is a great opportunity to engage with the organization’s community and neighborhood. The role oversees the building and gallery reception and helps maintain the organization’s office space and day-to-day operations. The Front Desk Assistant works closely with the administrative team.