Administrative Assistant at Athenaeum Music & Arts Library

Job Title: Administrative Assistant 

Job Status: Full-time

Location: La Jolla, CA

Description:

The position of Administrative Assistant is a full-time, entry-level position of 40 hours per week.

The Administrative Assistant provides general administrative support to Athenaeum staff including, but not limited to, office and facility operations, correspondence, mailings, meetings, and events.

Responsibilities include:

  • Manage all office and facility related operations

  • Order office and event supplies

  • Coordinate with vendors related to supplies and building repairs/maintenance

  • Schedule facility assistants based on events calendar

  • Process insurance renewals and update office posters/paperwork

  • Collect vendor invoices for accountant

  • Coordinate venue rental contracts for private events

  • Maintain and update membership database entries

  • Create mailing lists from database for outgoing materials, including invitations, newsletters, and brochures

  • Assist with membership and donor mailings

  • Provide general administrative support, including filing, answering phones, filling in at library front desk as needed

  • Assist with general correspondence, meetings, and event preparations

  • Participate in overall Athenaeum activities, as needed

 

Benefits include:

  • Vacation time, two weeks per year

  • Medical $200/month after 3 months of employment

  • Holidays (two weeks) per calendar year on Athenaeum designated holidays

  • Paid sick leave, 1 hour for every 30 hours worked

  • 403b program (employee paid) with match opportunity after two years

  • Paid parking space

  • Family membership to the Athenaeum Music & Arts Library

 

Required skills:

  • B.A., preferably in liberal arts, business, or related field

  • Experience in non-profit administration preferable

  • Expertise with Microsoft Office (Word, Excel, Outlook, and PowerPoint), Adobe Creative Suite (InDesign, Illustrator, Photoshop), and database programs.

  • Strong written and verbal communication skills

  • Excellent organizational skills with ability to work well in a fast-paced environment, prioritize workload, and meet deadlines

  • High degree of dependability and discretion

How to Apply:

Please submit resume and cover letter to Erika Torri, Joan & Irwin Jacobs Executive Director via email to Jocelyn at: jsaucedo@ljathenaeum.org