Administrative Assistant – Office Operations
Reports to: Executive Director Location: GO ART! – Seymour Place, 201 East Main Street, Batavia, NY Status: Full\-Time, Hourly
Position Overview
The Administrative Assistant supports the daily administrative operations of GO ART! by maintaining the organizational systems that keep programs, events, communications, and records running smoothly. This role focuses on documentation, scheduling, recordkeeping, membership administration, and internal coordination.
The Administrative Assistant works primarily under the supervision of the Executive Director and provides administrative support to the organization’s leadership team, including the Education \& Gallery Director, Program \& SCR Director, and Culinary \& Community Engagement Manager.
This position is primarily desk\-based and is ideal for someone who enjoys organizing information, managing calendars, coordinating logistics, and ensuring that administrative tasks are completed accurately and efficiently.
The Administrative Assistant serves as a central administrative hub for the organization, helping staff coordinate programs, events, and communications while maintaining clear and organized records.
Key ResponsibilitiesAdministrative Operations
- Maintain organized records, files, and administrative documentation Assist with grant documentation and reporting preparation Maintain internal databases and organizational records Support general administrative tasks for the Executive Director and leadership team
- Maintain GO ART!’s master organizational calendar Schedule meetings, programs, and events Book and coordinate room usage within the building calendar Ensure calendars are accurate and shared across staff
- Maintain and update membership records Process memberships and renewals Support membership communications and tracking
- Draft and distribute press releases for programs, events, and organizational announcements Assist with program announcements and community communications Coordinate communications with media outlets and community partners
- Assist with program registration and scheduling Support logistical planning for meetings and events Provide administrative support for programs led by staff and contract artists
- Answer general inquiries from the public and community partners Provide administrative support to directors as needed Help maintain an organized and welcoming office environment
- Neurodivergence and accessibility training Mental Health First Aid First Aid / CPR / AED certification Safe Zone Training Youth crisis and trauma\-informed care training Leadership and professional development training Diversity, Equity, Inclusion, Accessibility, and Belonging (DEIAB) training
- Associate’s or Bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred (or equivalent experience)
- Experience providing administrative support in an office, nonprofit, or small business environment
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Ability to manage multiple administrative tasks and deadlines simultaneously
- Experience with scheduling, recordkeeping, and database management
- Familiarity with membership systems, CRM databases, or event registration systems preferred
- Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar) and Apple computers
- Strong attention to detail and ability to maintain accurate records
- Ability to work independently while supporting a collaborative team environment
- Professional and welcoming demeanor when interacting with artists, community members, partners, and visitors
- Paid time off
- Bi\-monthly wellness massage
- 50% off at Audrey 2\.o.1’s Bakery
- Professional development opportunities
- Creative, collaborative work culture
- Travel compensation for offsite work
- $15,000 employer\-paid group life insurance policy provided during employment
- Employee discount
- Life insurance
- Paid time off
- Batavia, NY 14020 (Required)
- Batavia, NY 14020: Relocate before starting work (Required)
Calendar \& Scheduling Management
Membership Administration
Communications \& Press
Event \& Program Coordination
Office Coordination
Work Location \& Schedule
This is an in\-house position based at GO ART!’s Seymour Place facility in Batavia, NY. The Administrative Assistant is expected to perform the majority of their work on site during scheduled working hours in order to support daily office operations and staff coordination.
Remote work is not standard for this position and may only occur in limited circumstances with prior approval from the Executive Director due to extenuating circumstances.
Occasionally, the Administrative Assistant may assist with programs, meetings, or events occurring off site. When travel is required for approved work\-related activities, mileage reimbursement will be provided in accordance with GO ART!’s travel reimbursement policy.
Work Expectations
The Administrative Assistant plays a key role in supporting the daily operations of GO ART! and ensuring that administrative systems run smoothly. Success in this position requires reliability, attention to detail, and a consistent on\-site presence during scheduled working hours.
Because this role supports multiple members of the leadership team, the Administrative Assistant must be responsive to staff needs, maintain accurate records and calendars, and ensure that administrative tasks such as scheduling, documentation, and communications are completed in a timely and organized manner.
The position requires strong organizational skills, the ability to manage multiple tasks simultaneously, and a proactive approach to maintaining the administrative systems that support GO ART!’s programs and operations.
Core Competencies
Organization \& Attention to Detail Maintains accurate records, calendars, and documentation while ensuring administrative systems remain well organized and up to date.
Reliability \& Consistency Demonstrates dependable attendance and follows through on responsibilities while ensuring tasks are completed accurately and on time.
Communication Skills Communicates clearly and professionally with staff, artists, community members, and partners through email, phone, and written communications.
Time Management \& Task Coordination Effectively manages multiple responsibilities simultaneously while prioritizing tasks and meeting deadlines.
Collaboration \& Team Support Works cooperatively with the Executive Director and other staff members to ensure smooth coordination of programs, meetings, and organizational activities.
Professionalism \& Discretion Handles organizational records and communications responsibly while maintaining a professional and welcoming demeanor.
Organizational Values \& Professional Development
GO ART! is committed to creating a welcoming environment for all people. Our organization believes that arts and culture thrive when communities are inclusive, respectful, and accessible. Staff members are expected to contribute to a workplace culture that values diversity, equity, inclusion, accessibility, and belonging (DEIAB), and to interact respectfully with people of all backgrounds, identities, and abilities.
As part of this commitment, GO ART! provides and requires ongoing professional development and safety trainings for staff. These trainings help ensure that our programs, spaces, and services are welcoming, informed, and responsive to community needs.
Examples of trainings staff may participate in include:
GO ART! covers the cost of these trainings and expects staff members to participate in professional development opportunities that strengthen the organization’s ability to serve the community safely, respectfully, and inclusively.
Qualifications
Benefits:
To Apply:
Send a cover letter, resume, and three references to Gregory Hallock at ghallock@goart.org. Applications reviewed on a rolling basis.
Job Type: Full\-time
Pay: $17\.00 \- $25\.00 per hour
Benefits:
Ability to Commute:
Ability to Relocate:
Work Location: In person