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POSITION: Administrative Assistant

TERMS: Part-time 28-30 hours/week, permanent employee. FLSA status: non-exempt

SALARY RANGE: $29,000 – $31,000/yearly

BENEFITS: Paid time off

REPORTS TO: Operations Manager/Executive Assistant

SUPERVISES: No supervisory responsibilities

White Bird, a dance-presenting nonprofit organization based in Portland, OR, is seeking a motivated, passionate individual to fill its part-time position of Administrative Assistant.

Position Overview

The Administrative Assistant is the first point of contact for all dance-loving visitors to the White Bird Office, Boutique, and Box Office. The Administrative Assistant supports White Bird’s small team of dedicated dance administrators to fortify our production and marketing efforts, as well as general office administration. This position is a vital base of support for our organization. The Administrative Assistant is supervised by the Operations Manager.

Specific Responsibilities Include:

Customer Service & Sales (40%)

• Serving as the first point of contact for, and providing excellent customer service to, all guests, visitors, and patrons in-person, online, and over the phone.
• Ticketing: Initiating and completing performance ticket purchases, exchanges, and refunds. Maintaining accurate and detailed information within White Bird’s Customer Relationship Management (CRM) platform. Articulating to patrons the value of, and differences between, White Bird’s various presentations, including venue information. Informing patrons of current/upcoming White Bird promotions and events.
• Selling Boutique merchandise to customers, re-stocking Boutique after sales, and conducting quarterly inventory count.

Administrative (40%)

• Supporting White Bird’s Director of Patron Services & Communication with ticket sales and CRM maintenance.
• Collaborating with White Bird’s Operations Manager to brainstorm, plan, and execute initiatives to improve company operations.
• Assisting White Bird’s Communication Manager in drafting, reviewing, and sourcing content for eblasts, social media posts, and press releases.
• Providing administrative support for all White Bird staff.

Production & Special Events (20%)

• Supporting special events hosted in the office suite, building, or various off-site locations.
• Leading Load Crew during weekday load-ins, and serving as back-up member for nighttime load-outs if they are short-handed.

Successful applicants will have most, if not all, of the following:

• Excellent customer service and communications skills, both written and spoken.
• Technology skills: Proficiency with Microsoft Suite, as well as project management and Customer Relationship Management (CRM) platforms. Experience with Asana and Salesforce, specifically, is a plus.
• Strong enthusiasm for the Arts, generally, and Dance specifically.
• Anti-Racism and other equity awareness, both in philosophy and in practice.
• Solid project, time, and budget management skills; an ability to progress multiple projects with varying timelines simultaneously, without sacrificing attention to detail.

WORK CONDITIONS

The Administrative Assistant will work in close proximity with White Bird staff, as well as numerous other volunteers, interns, audience members, and theatre staff. Most work will take place at White Bird’s office in downtown Portland. The physical demands of this position include:

• Sitting for extended periods, typing.
• Lifting static objects weighing at least 25 pounds, 50 pounds preferred, including bending and squatting to retrieve objects.
• Pushing fully-loaded hand truck up/down inclines.

The White Bird office is open to the public Tuesday through Thursday, 11am to 5pm. The Administrative Assistant is expected to be in the office during these hours, with some flexibility surrounding additional hours. This position involves some evening and weekend hours, approximately twice per month. Evening work may, in rare instances, extend as late as 2:00am – additional paid time off is offered whenever late night/early morning work is required.

The safety of its staff, volunteers, and audiences is of the utmost importance to White Bird. All White Bird staff must be fully vaccinated against COVID-19, and willing to receive all future CDC-recommended vaccines or boosters with urgency, or alternatively present an objection to vaccination for medical or religious reasons.