Accounting, Accounts Payable, Accounts Receivable, Administrative Skills, Billing, Calendar Management, Cargo/Freight, Communication Skills, Customer Support/Service, Data Analysis, Data Entry, Detail Oriented, Driver's License, Editing, Expense Reports, Finance, Futures, Insurance, Legal Support Skills, Lift/Move 20 Pounds, Mail Processing, Microsoft Office, Music, Newsletter, Nonprofit, Onboarding, Operational Improvement, Operational Strategy, Order Supplies, Organizational Skills, Plan Meetings, Reporting Skills, Sales, Schedule Development, Team Player, Time Management, Training/Teaching Materials, Travel Planning, Willing to Travel, Writing Skills, YouTube
Administrative Assistant
Forgotten Futures is a music based nonprofit arts organization with a mission to revive lost and forgotten yet vital artifacts of electronic musical instrument history by collecting, faithfully restoring and preserving original instruments; researching and presenting the stories of their inventors; and bringing to light the cultural impact both from the time in which they were made, and more importantly, how they can make an impression on our current and future cultural moments.
Forgotten Futures is looking for a creative, detail oriented, and extremely organized arts professional to join our team as an Administrative Assistant. The Administrative Assistant will work full time which is considered to be an average of 40 hours per week. Certain heightened time periods may necessitate increased hours, and these times will be clearly communicated ahead of time.
Job classification: Employee
Location: Portland, Oregon
In person needs: Hybrid, some in person, some remote
Travel expectations: Some
Skills
The Administrative Assistant should possess the following skills at a very high level:
- Comfortability working in both administrative and creative settings
- Communication and collaboration skills to support internal and external stakeholders
- Organizational skills to maintain order and ensure the team can meet timelines and project objectives
- Writing skills to ensure all communications meet the standards set forth by the organization
- Proficiency in office software (Microsoft Office, Google Suite)
- Calendar and schedule management skills
- Familiarity with customer service principles
- Ability to handle confidential information responsibly
- Be able to comfortably lift 20 pounds, must drive and have a valid driver's license.
A Bachelor's Degree in the arts or a related field is preferred, but relevant work experience will certainly be considered.
Job Description
General Administration
- A wide variety of day to day administrative and operational duties as assigned in support of the team
- Proactive attention to improving operational systems and efficiency
- Maintaining calendars
- Scheduling management calls
- Setting up appointments, scheduling meetings, distributing reports and managing the correspondence between the office and external bodies
- Collecting and distributing mail
- Preparing communications such as memos, emails, invoices or reports
- Writing and editing letters, reports and instructional documents
- Creating and maintaining electronic and physical filing systems
- Performing data entry and analysis
- Processing expense reports
- Managing travel arrangements
- Compiling, maintaining and updating company records
- Training, onboarding and supervising juniors/PAs/Interns
- Ordering and maintaining office supplies
- Administrate freight and mailing projects both nationally and internationally.
- Maintain worldwide musical instrument and recording studio equipment insurance details with a 3rd party insurer.
Archival
- Google Drive management/organization
- Dropbox management/organization
- University Archives Management
- Press archive maintenance with quotes, links, and scans
Administrative Finance and Legal
- Accounts payable and receivable tracking
- Semi-annual and quarterly accounting review
Customer Service and Interfacing
- Monitoring and responding to customer messages via email, webstores, and as responses to newsletters
- Monitoring and responding to messages sent via Instagram, YouTube, and Bandcamp and checking tags (specifically on Instagram)
Merchandise
- Production coordination
- Maintain open lines of communication with webstore contact person(s)
- Set up new webstore items
- Dropship requests
- Monitor inventory
- Monitor payments
- Monitor merch sales to identify high-/ low-selling items for future reference
- Prepare Merch reports
Submission
Please submit a current resume to info@forgottenfuturesmusic.org that shows related experience to the proposed requirements as well as a cover letter that answers the following questions:
- How does your previous experience relate to the position we are looking to fill?
- Do you work in music or other art forms? What are your professional goals therein? If not, no worries, just let us know what your dreams and ambitions are today!
- Daytime weekday hours are required and sometimes long days or late nights/early morning hours will be as well. What is your current availability?
- Is there anything else you'd like us to know about you?