Administrative Assistant

About the Foundation for Contemporary Arts
Founded by artists Jasper Johns and John Cage in 1963, the Foundation for Contemporary Arts (FCA) mission is to encourage, sponsor, and promote contemporary visual and performance arts. Through a nomination process, individual artists and collectives working in dance, music/sound, performance art/theater, poetry, and the visual arts are awarded unrestricted grants in recognition of their artistic contributions. A fund is also maintained to help artists with unexpected emergencies. Since FCA’s inception, over 7,000 grants to artists and arts organizations—totaling more than $25 million—have provided opportunities for creative exploration and development. FCA is a non-profit 501©(3) charity and raises funds through contributions from individuals and foundations and the sale of artwork donated by visual artists for periodic benefit exhibitions.

Job Description
FCA is seeking a full-time Administrative Assistant, working closely with the Collections and Operations Manager to coordinate the smooth functioning of FCA’s office, as well as the maintenance and sale of FCA’s collection of donated artworks both online and through periodic benefit exhibitions. The Administrative Assistant provides select administrative support to the Executive Director and reports jointly to the Collections and Operations Manager and Executive Director.

FCA is committed to access, accessibility, diversity, equity, and inclusion. We value the perspective and contributions of staff to achieving all aspects of our mission.

Core Duties and Responsibilities:

Operations and Administration
• Serve as primary point of contact for visitors and office phone
• Open and sort incoming correspondence; manage office shipping/deliveries
• Maintain physical and digital office filing systems; as well as print material and historical archives
• Update database records, including contacts (ArtBase and Mailchimp) and artwork records
• Ensure office and art storage area are appropriately stocked, organized, and tidy
• Assist in basic IT troubleshooting: WiFi, printers, phone systems, and equipment
• Keep office and administrative training manuals up to date
• Coordinate office celebrations and events
• Create and maintain central calendar of office events; hybrid work and holiday/vacation coverage
• Coordinate FCA’s Intern program; conducting intern outreach, hiring, and onboarding
• Train and supervise Arts Administration intern, ensuring a meaningful range of tasks and a clear workplan
• Support bookkeeping functions: compile expense and art sales documentation, reconcile credit card and petty cash expenses, make bank deposits
• Maintain office utility accounts

Executive Support
• Draft and issue correspondence and assemble any necessary enclosures as needed
• Support logistics for meetings and events including scheduling, materials distribution, catering, and on-site needs; draft and finalize related minutes as applicable
• Other duties as needed

Donated Artwork
• Catalogue, photograph, and track artwork and poster contributions; arrange for artwork framing
• Respond to art sales and collection-related inquiries; coordinate sale process through to fulfillment
• Support and track consignment, loan, and release-of-work agreements as needed
• Post and update works for sale pages on website and third-party sites

Compensation and Hours
The position is full-time, non-exempt. Compensation range is $50,000-$58,000 per year, commensurate with experience. FCA provides medical, dental, and vision insurance at no cost to full-time employees, paid holidays (including a winter break), 15 additional days of paid vacation annually, and a Simple IRA employer-matched retirement plan. FCA’s staff is currently working on a hybrid schedule with three days in-person.

Health and Safety
FCA requires that all of its employees be vaccinated against COVID-19. Exemptions from the vaccination requirement will be evaluated on a case-by-case basis for medical (including medical reasons relating to pregnancy) and/or for religious/sincerely held beliefs.

Requirements

Ideal Qualifications

• Prior experience working at an arts organization, museum, gallery, or artist’s studio
• BA/BFA in Art History, Studio Art, or related field preferred
• Interest in and knowledge of contemporary art; comfort and experience handling artwork a plus
• Proficient with Mac OS and Microsoft Word and Excel
• Knowledge of Photoshop, InDesign, and ArtBase or other database system is a plus
• Excellent communications skills, written and oral
• Proactive, detail-oriented, and solution-driven in approach
• Strong organizational and time-management skills
• Ability to work both independently and as part of a team
• Flexibility and willingness to assist in varied projects