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Administrative Assistant to Curator of Art

Portland, OR, USA
Full-time
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How to Apply

To apply, please email a resume, cover letter, and three work-related references to [email protected], with “Administrative Assistant” in the subject line. Please no phone calls or hand delivered applications.  Submit application materials by Monday, February 24th, 2020.

The Administrative Assistant is responsible for providing administrative support to the Curator of Art and helping to ensure the efficient operation of the Art Department. This position requires someone who is organized, detail-oriented, experienced, knowledgeable with budgeting and basic accounting, and has a native fluency in Japanese language. The Administrative Assistant reports directly to the Curator of Art.

Areas of Responsibility: 

Primary Duties 

  • Provide administrative support to the Curator of Art
  • Work with Curator to develop, report, and manage annual budget
  • Oversee Art Department invoices, payments, and credit card reports and other financial procedures
  • Maintain Curator’s calendar, contacts, and schedule, prepare materials for meetings, and screen incoming calls and emails
  • Schedule and coordinate Curator’s national and international travel
  • Manage Curator’s/Department’s filing system, organization, and office supplies
  • Collaborate with Exhibition Coordinator and Curator through all stages of the exhibition process
  • Assist with exhibition and collections management when needed
  • Coordinate artist/visitor travel arrangements and hospitality: Driving, arranging transportation, lodging, and meal accommodation
  • Manage all aspects of visitor itineraries, including planning and creation
  • Written and verbal communication in both English and Japanese on a regular basis
  • Work as a liaison between the Art Department and other Garden staff, creating an atmosphere of trust, teamwork, and open communication
  • Assist in translation and interpretation with visiting artists when needed
  • Other duties as assigned

 

Other Responsibilities  

  • Familiarize oneself with the organization and the Employee Handbook
  • Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
  • Maintain a high level of professionalism in manner and appearance
  • Adhere to Garden Dress Code (business casual)
Educational Background: 
Bachelors degree
Skills/Experience: 

Qualifications

  • Experienced and knowledgeable with budgeting and basic accounting
  • Fluent in spoken and written Japanese language and customs in a business environment
  • Exceptional communication and interpersonal skills in multiple cultural settings
  • Education: Bachelor’s degree or higher required
  • Proficient in Microsoft Outlook, Word, Excel, and PowerPoint
  • Organized, detail-oriented, and able to multi-task
  • Valid Oregon Driver’s License and clean DMV record

Special Requirements

  • Flexibility to occasionally modify work schedule with ability to work weekends and evenings as neede
  • Must be able to remain in a stationary position and/or move about the Garden for several hour
  • Must be able to lift up to 40 lbs.
Compensation/Benefits: 
  • Wage: $17.00 - $19.00 per hour
  • Benefits:
    • health, dental, and vision insurance (premium 100% covered for employees)
    • 401k plan (after 90 days, with 4% employer match after 1 year)
    • flexible spending accounts for medical and dependent care expenses
    • paid vacation, sick, and holiday time
How to Apply: 

To apply, please email a resume, cover letter, and three work-related references to [email protected], with “Administrative Assistant” in the subject line. Please no phone calls or hand delivered applications.  Submit application materials by Monday, February 24th, 2020.

Additional Information: 

Portland Japanese Garden is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We recruit, employ, train, compensate, and promote without regard to race, color, national origin, creed, religion, sex, gender identity, sexual orientation, marital status, parental status, disability, age, veteran status, or any other status protected by law.

Organization Info

Portland Japanese Garden

Overview
Headquarters: 
Portland, OR, USA
Annual Budget : 
$10-50M
Size: 
51-200 employees
Founded: 
1967
About Us
Mission: 

Our mission is to bring the ideals of Portland Japanese Garden to the world: art of craft, connection to nature, experience of peace.

Why Work For Us?: 

Portland Japanese Garden is renowned as the most authentic and finest Japanese garden outside of Japan. The Garden has a year-round staff of 95+ FTE’s and 35+ seasonal staff, supplemented by over 200 volunteers. Our staff play a vital role in helping our visitors experience the beauty and tranquility of the garden and expand their understanding of Japanese culture. 

All of our staff enjoy a household membership to the Garden, reciprocal free access to other area attractions (such as the Lan Su Chinese Garden and Portland Art Museum), incentives for using alternative transportation to commute to work, a 30% discount on most items in the gift shop, free access to the Employee Assistance Program, and paid sick time.

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Listing Stats

Post Date: 
Feb 10 2020
Active Until: 
Mar 10 2020
Hiring Organization: 
Portland Japanese Garden
industry: 
Nonprofit