Administrative Assistant

About us

The Willoughby Arts Centre (WAC) was established in 1961 it is a Not For Profit organization and a registered Charity regulated by ACNC. It offers over 60 art classes including painting/drawing, printmaking, ceramics, sculpture and jewellery, with 30+ qualified tutors. The Centre also offer after-school activities & holiday programs, an annual calendar of public exhibitions and a volunteer-led community market day attracting thousands.

Qualifications & experience

• Minimum of 1 year experience in administration
• High level of customer service skill
• Excellent communication and presentation skills
• Ability to multi-task, prioritize, and manage time effectively
• Excellent organizational skills
• Proficient in Microsoft products Outlook, Word & Excel

Tasks & responsibilities

• Ensure the smooth day-to-day running of the WAC. This includes answering enquiries, enrolments, processing memberships, gallery sales, accounts, purchasing, presentation of facilities and coordination of gallery activities and volunteers.
• Answering inbound phone calls, addressing customers’ questions about art classes and services, and processing gallery sales, membership payments or refunds.
• Build sustainable relationships and trust with customers through open and interactive communication
• Keep records of customer interactions, process customer accounts and file documents. Provide accurate, valid system information. Class rolls & WHS information management. Photocopying and mailouts. Data entry Purchase supplies online
• Maintain the building maintenance schedule. Coordinate trades as required. Liaise with tutors to identify faults or problems in equipment & machinery. Assist with the set-up of studios: chairs, tables, projectors, easels & white boards. Move and transfer supplies, boxes, office equipment.
• Coordinate volunteer & Board gallery roster. Liaise with exhibitors and coordinate documentation. Work with the GM to process exhibition applications. Draft exhibition calendar. Process gallery sales.
• Process membership payments. Track and report membership data. Issue membership documentation Assist Marketing Coordinator with Members Bulletin
• Assist implementing, monitoring, and reporting relevant WHS practices. Contribute to the recording and upkeep of WHS documentation and assist with managing WHS information systems.
• Assist with fundraising activities

Benefits

• Creative and community minded workspace