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Front Desk Assistant

Asian Arts Initiative

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.

To Apply

How to Apply 

Interested candidates are invited to send to jobs@asianartsinitiative.org

  1. A cover letter addressing related experience or skills;
  2. Resume; and
  3. 3-5 professional references with a variety of relationships to the candidate (direct supervisor, direct report, colleague, external partner, etc.)

No phone calls please. Applications missing requested materials or submitted after the deadline may not be considered.

AAI’s services and employment are provided in a nondiscriminatory manner, without regard to race, sex, color, national origin, ancestry, religious creed, ability and age. Asian Americans are encouraged to apply.

 

Organizational Overview
Asian Arts Initiative is a multi-disciplinary and community-based arts center in Philadelphia that advances racial equity and understanding, activating artists, youth, and their communities through creative practice and dialogue grounded in the diverse Asian American experience. Through exhibitions, performances, and community projects, we provide an inclusive gathering place for conversation and exchange of ideas. Our community-based arts initiatives seek out and cultivate innovative models for artists to engage with local communities, with a particular emphasis on working in partnership with our immediate neighborhood. Our primary programs include: 1) Artist residencies, commissions, and presenting of performances and exhibitions for artists to develop professionally and to create socially relevant artwork reflecting community experiences; 2) Year-round out-of-school-time programming for middle school youth, offering creative development and a safe place; 3) Participatory curatorial practices and various community development initiatives in our immediate neighborhood of Chinatown North/Callowhill.