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.
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)
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.
- 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
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.
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.