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Administrative and Events Associate

Posted by Greater Pittsburgh Arts Council ; Posted on 
Opportunities: Jobs - DEADLINE :  
Administrative and Events Associate


Administrative and Events Associate
Greater Pittsburgh Arts Council (GPAC), the champion of the arts in Southwestern
Pennsylvania, provides critical funding, advocacy, and resources for artists and arts

GPAC is seeking a highly motivated individual with strong organization skills, and passion for
arts and culture, for this position. The Administrative and Events Associate (AEA) organizes
and supports office operations, acting as the first point of contact. AEA will manage and
organize meetings, appointments, board meetings, management for the CEO’s calendar and
working closely with CEO and GPAC’s Board of Directors planning and scheduling. The AEA
will also manage GPAC’s external events calendar. This position reports to the Director of
Internal Systems and works closely with the CEO: primarily as an administrative position.
Position Mission/Purpose:
Office Management
· Open the office at 9 am and unlock elevators; close the office at 5 pm and lock elevators
 Greet visitors; take phone calls, answer inquiries, watching and answering GPAC’s info@
email, and forward questions to appropriate staff
 Distribute office literature to visitors, guests, and through the mail
 Provide additional support to various programs, projects, or events as needed
 Facilitate use of the GPAC’s conference rooms.
 Maintain a neat and orderly office, including guests waiting area, keeping kitchen area
neat and tidy, and moving recycling bins to the appropriate area
 Mail: sorting, distributing, copying receipts of checks and payments – scanning and
recording checks, processing deposits
· Work with Director of Communications to manage GPAC’s event schedule, including
organizing events on GPAC’s website and Facebook page, scheduling conference rooms, and
hosting facility needs
· Set up confirmation email and attendance reports through Salesforce
· Assist staff with space set-up, registration lists, nametags, welcome and sign-in support, and
audio-visual needs at events
· Arrange for accessibility accommodations as requested from the website
· Maintain high-quality customer service standards for GPAC events
· Arrange for catering, signage, event materials, and guest travel arrangements when needed
· Handle catering, event form, event calendar, and event details

Assist CEO
· Provide administrative assistance
· Maintain GPAC’s and CEO’s calendar. Schedule and book meetings and appointments with
internal and external parties, including GPAC members, funders, board members and others
· Plan and execute board meetings and related events working closely with CEO and GPAC
staff. Take minutes at full board meetings
· Distribute information to board members and others as needed
· Coordinate travel and accommodations for CEO and GPAC speakers/guests
· Maintain CEO’s electronic and paper project files
Other duties and schedule adjustments as needed
Minimum Qualifications:


 Experience: 1+ year of work experience, preferably in a nonprofit, cultural or membership
 Excellent administrative and management skills: Strong organization skills, ability to work
independently, take the initiative, establish and accomplish priorities when faced with
multiple tasks, coordinate and execute tasks efficiently and effectively. Work with and
without deadlines; improve/streamline processes, a love of accuracy and detail.
 Excellent time management skills
 Excellent written and oral communication skill
 Experience with Salesforce a plus

Job Duties and Qualifications:
 A genuine passion for arts and culture
 Willingness to join the entire GPAC team in a shared commitment to addressing equity and
inclusion issues throughout the communities we serve and within our staff/board
 Open to engaging with diverse perspectives and backgrounds, varying ideas, and different
ways of working
 Ability to work effectively with a wide array of constituencies and provide high-quality
customer service at all times
 Ability to problem-solve and think critically
 Commitment to contributing positively to a collaborative, often fast-paced, work
 Flexibility at all times
 Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) as well as a variety of web-
based tools
Demonstrated Qualities:
 Collaborative: GPAC employs a highly democratic and consensus-oriented planning style
 Committed: our work often requires that we go "above and beyond"; deadlines are
 Connected: this position relates to many of our most important relationships
 Flexible: as GPAC is growing and changing, so must this position
 Positive: have a can-do spirit
 Proactive: take the initiative and be organized
 Results-oriented: meet tight deadlines and schedules for applications, reports, etc.
 Service-minded: this position serves the entire organization
 Passionate about arts and culture, it is the reason for our existence
 Equitable and inclusive: join GPAC as a whole team in a shared commitment to addressing
equity and inclusion issues throughout the communities we serve and within our
 Open: this position will engage with diverse perspectives and backgrounds, varying ideas,
and different ways of working

Compensation and Benefits
This position is a full-time, exempt salaried position; occasional weekends and evenings are
necessary. Salary is posted at $27,000 – $29,000, commensurate on experience. Benefits
include health insurance, vision, and dental; life, and disability insurance. Paid time off (sick,


personal, and vacation) and thirteen (13) holidays. GPAC offers a 403B employee-contribution
retirement plan. Background check required.
Physical Demands / Work Environment
This position has a shared office, in an accessible multi-story building in downtown Pittsburgh.
Candidates must be able to multi-task, be comfortable in a busy work environment, and be able
to attend arts events at different hours of the day outside of the office.

This position is required to work Friday evenings (5:00 – 9:00 pm) during gallery crawls every
quarter and some weekends, mainly Saturdays.

How to Apply:
Please send a cover letter (preferred less than two (2) pages), résumé, and contact information
for three references via mail to:

Administrative and Events Associate Search
c/o Sue Mencher, Director of Internal Systems
Greater Pittsburgh Arts Council
810 Penn Avenue, 6th Floor
Pittsburgh, PA 15222

Please do not call with inquiries about this position. Emailed submissions will not be accepted.
Postmark deadline is October 23, 2019.

GPAC values equity as essential to its mission to expand the reach, influence, and effectiveness
of the region’s diverse and vibrant arts and culture community by providing leadership,
advocacy, capacity building, and connections. We are committed to diversity and equity in
terms of gender, age, religion, race, ethnicity, ability, national origin, gender identity, sexual
orientation, and other characteristics. Differences provide varied viewpoints, ideas, and
connections that strengthen and enrich GPAC’s work with the communities in our region. It is
GPAC’s goal to create and maintain an inclusive, respectful, and equitable environment and to
engage the talents of people with varied backgrounds, experiences, and perspectives to
accomplish our mission.