The Light Factory Seeks Office Manager & Exhibitions Assistant

The Light Factory Office Manager & Exhibitions Assistant Office Manager

Administrative tasks: Maintain office filing system, Maintain phone system and ensuring that it is always answered, Organize and manage on-site and off-site storage, Maintain copier, phone, fax, postage machine and other office equipment, Manage ordering and inventory of office supplies, Finance ,Enter monies received into Exceed and post to Quickbooks, Prepare and mail acknowledgments for receipt of cash and in-kind donations., Prepare and distribute membership renewal notices and distribute new and, renewing membership cards., Prepare Deposits, Database management, Maintain database (Exceed!), Constant Contact and other mailing lists, Prepare donor letters and membership renewals, Prepare reports from database, Prepare mailing list from Exceed! for mailings, Maintain donation boxes, Assist Director of Marketing on donor fulfillment, Supervise volunteers in cooperation with project organizers, Maintain password roster and contact list for volunteers and staff. 

Shoot Out, Support Special Events Coordinator, Coordinating reservations and registrant communication.

Exhibitions Assistant, General Exhibit, Maintain Exhibit Folder on shared (g:drive):

Make sure all info and documents for each exhibit are available and up to
date, Works with Chief Curator to maintain Gallery Appearance

Exhibitions Prep

Obtain contracts from artist and loan forms from institutions (Chief Curator negotiates terms)

Work with exhibiting artists to obtain the following items (deadlines provided by Chief Curator):

Checklist

High Res images of art work

Artist Bios & Resumes

Artist¹s statement

Coordinate artist travel and lodging

Manage the shipping and receiving of works from artists and institutions

Track exhibition expenses as incurred and prepare reports for Chief Curator.

Exhibit Installation:

Hire and work with installer to install exhibition per Chief Curator
direction

Generate exhibit labels

Exhibit Opening:

Arrange catering and other details for exhibit openings

Auction

Support Specials Events Coordinator

Manage contact with donating artists and galleries to:

Obtain digital images, piece descriptions, est. value and artist¹s bio.

Make sure artists agree to printed reproduction of their work.

Receive, store and manage matting of the donated pieces

Transport pieces to auction site.

Computer proficiencies required: Microsoft Office Suite, Photoshop, InDesign. Dreamweaver, database and Quickbooks preferred.

For more information and to apply, please e-mail Marcie Kelso, Executive Director: mkelso@lightfactory.org.

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