Jobs NYC

Position OverviewNewark Arts is seeking a highly organized and personable Office Administrator & Visitor Experience Associate to oversee daily office operations, welcome visitors to our gallery space, and support arts programming. This role is ideal for a detail-oriented professional who thrives in a creative environment and enjoys engaging with artists, patrons, and community members.Key ResponsibilitiesAdministrative & Office Management1. Manage office operations, including scheduling, record-keeping, and correspondence2. Maintain office supplies, databases, and organization systems3. Serve as the first point of contact for phone, email, and in-person inquiries4. Support Newark Arts staff with administrative tasks as neededGallery Operations & Visitor Engagement1. Open and close the gallery space, ensuring cleanliness and readiness for visitors2. Greet and engage visitors, providing information on exhibitions and artists3. Monitor artwork and enforce gallery policies to protect installations4. Track visitor attendance and maintain guest recordsEvent & Program Support1. Assist with event setup, breakdown, and guest registration2. Support artist talks, receptions, and community arts programs3. Assist with coordination of volunteers and assist in program logistics4. Follow event safety and emergency protocolsData/Donor Support1. Help to maintain financial records, invoices, and receipts as needed2. Assist with donor outreach and renewals3. Support grant reporting and data entry if requiredSecurity & Crisis Management1. Monitor gallery space to ensure safety and security of artwork and visitors2. Report and document any incidents or concerns3. Follow safety protocols, including emergency evacuation procedures4. Handle difficult visitors or disruptions professionallyQualifications1. 2+ years of experience in office administration, customer service, or arts-related roles2. Passion for the arts and familiarity with Newark’s creative community3. Strong organizational and multitasking skillsExcellent verbal and written communication skills4. Proficiency in Microsoft Office, Google Suite, and basic database management5. Ability to work independently and collaboratively in a fast-paced environment6. Comfort with light physical tasks (e.g., setting up chairs/tables for events)