Programs & Administration Associate

Arts Council Napa Valley | Napa, CA | Apply by August 27th, 2017

Programs & Administration Associate
Position Title: Programs & Administration Associate
Full Time, Non-exempt
Compensation: $20/hour plus medical benefits
Reports to: President & CEO
Arts Council Napa Valley is seeking a skilled and enthusiastic Programs and Administration Associate to assist in coordinating, logistics, and execution of programs and services, advocacy, marketing, and general communications as well as manage the physical office and administrative items. The main focus of ACNV is on promoting equity for our students, vibrancy and health of our local arts community, and access for the general public. This includes helping raise awareness and excitement in all arts and culture, including but not limited to modern and traditional music, visual, dance, theater, media, literary and craft arts of all cultures.
To learn more about Arts Council Napa Valley visit
About the Position
The Programs and Administration Associate is an important supporting role that requires an ability to work in a team but also on one’s own initiative – under the guidance of the CEO. The Programs and Administration Associate serves as the primary administrative and programs contact for the organization, serving as the first point of contact for all visitors to Arts Council's office. The Programs and Administration Associate also serves as a liaison to the board of directors and program teams; organizes and coordinates outreach and public relations efforts; and other special projects.
You will bring with you excellent written and verbal communication, ability to organize and prioritize tasks, as well as confidence in using a range of tools, especially online media and interactivity. You will have a proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. You will be highly motivated, demonstrate proactive approaches to problem-solving with strong decision-making capability, enjoy working as part of a small entrepreneurial-spirited team and have a strong interest in promoting arts, culture and entertainment.
Key Accountabilities
Programs & Services (50% of Time)
  • Coordinate logistics/implementation and assist in planning of all industry and public-facing programs, services, events and outreach activities, assist in those programs and services with designated lead organization
  • Participate as an active ambassador to arts and culture community, prioritizing relationship cultivation and management
  • Manage and maintain online services for local arts and culture industry
  • Research and develop online industry-relevant content for publication through organization’s various outlets
  • Assist CEO in maintaining and reporting on key performance indicators against strategic goals
Outreach & Communications Responsibilities (25% of Time)
  • Advise on and implement basic communication and community outreach plans
  • Manage e-newsletters and e-blasts
  • Manage social media strategy and develop regular social media updates
  • Assist in implementation of donor and member cultivation activities, as necessary
  • Research, maintain and update stakeholder contacts and media lists.
  • Produce design items, including graphic design, writing copy and proofreading
  • Draft press releases and liaise with press
Administrative Duties (25% of Time)
  • Answer phones and basic information services
  • Preparing meeting packets and minutes for board and committee meetings
  • Assist with bookkeeping responsibilities, data entry and file management
  • Technical assistance and support with programs
  • Coordinate volunteer support in communications and advocacy activities, as needed
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time. Ensures the CEO's schedule is followed and respected.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Other duties as necessary.
Education and Experience
  • Bachelor’s degree in Business, Arts Administration, Communications or a closely related field plus three (3) years experience in the arts and/or entertainment, or equivalent combination of education and experience.

Knowledge of:

  • Philosophy, principles and practices of communication
  • Philosophy, principles and practices of the arts, entertainment and heritage.
  • Characteristics of the Napa Valley arts scene and cultural attractions.
Key Attributes
  • Proven ability to handle confidential information with discretion
  • Adaptable to various competing demands
  • Demonstrate the highest level of customer/client service and response
  • Excellent written skills, both for content creation and via email
  • Effective verbal communication skills, in-person and phone skills
  • Confident and interested in digital communication and media
  • Organized and efficient, keep accurate records and skilled at time-management
  • Strong interpersonal skills including the ability to liaise with external contacts
  • Ability to take direction and constructive criticism
  • Ability to work well on own initiative and as part of a team
  • Interest in best-practices and ongoing professional development
Required Skills
  • Microsoft Office Suite, including Word, Excel, and PowerPoint
  • Social media management, Facebook, Instagram and Twitter
  • Copywriting and content development, including blogging and reports
  • CMS based website management (such as Wordpress), including basic HTML and CSS
  • Basic design using Adobe Creative Suite applications, including Photoshop, Illustrator, and InDesign
  • Familiarity with Google Apps for Business, including Mail, Calendar, and Drive

Desired Skills

  • Familiarity with database entry and management
  • Constant Contact e-mail marketing system and/or related application
  • Experience in customer service
  • Digital photography and videography
  • Spanish language proficient
How to Apply
Send resume and cover letter with 3 references to with “Programs and Administration Associate” in subject line.  Position opening will close when filled.
Position Title: Programs & Administration Associate
Full Time: 40 hrs/week
Compensation: $20/hr plus Benefits
Reports to: President & CEO

Apply by email

Arts Council Napa Valley 501(c)3 is funded in part by the California Arts Council, a state agency, and the National Endowment for the Arts, a federal agency.


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