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.