Administrative Assistant - Welsh Speaking

1. Elysium gallery is a non-profit contemporary arts and studios provider that fosters education and engagement between artists and communities to create positive social change.
2. This role will play a crucial role in supporting the smooth operation by handling various administrative tasks and providing assistance to gallery staff, artists, clients, and visitors.
3. You will be managing day-to-day operations, including answering phones, responding to emails, scheduling appointments, and maintaining office supplies.

Location: Swansea (some travel may be required)

Terms: Part time 18 hours per week (flexible or set hours?)

Salary / Rate: £13,104 (£26,936 pro rata)

Requirement: Strong organisational, communication, and multitasking skills, as well as a passion for art and the art world.

About us: 

Elysium gallery is a non-profit contemporary arts and studios provider that fosters education and engagement between artists and communities to create positive social change. Founded in 2007, Elysium is an artist-led organisation, that supports and promotes the arts in Swansea and beyond with an emphasis on collaboration and community, promoting education, participation, experimentation, freedom, and appreciation in all creative practices.

About the role: 

This role will play a crucial role in supporting the smooth operation by handling various administrative tasks and providing assistance to gallery staff, artists, clients, and visitors. Supporting and contributing to its success by providing administrative support, facilitating communication, and ensuring a positive experience for all stakeholders.

Responsibilities: 

• Office Management: Managing day-to-day operations, including answering phones, responding to emails, scheduling appointments, and maintaining office supplies.
• Administrative Support: Providing administrative support to gallery staff, including organising meetings, preparing documents, drafting correspondence, and maintaining filing systems.
• Database Management: Managing the gallery's database of artists, clients, studio tennats, and contacts, ensuring accuracy and completeness of information, and updating records as needed.
• Exhibition Support: Assisting with the coordination of exhibitions, including handling shipping and receiving of artwork, preparing exhibition materials, and assisting with installation and deinstallation as required.
• Sales and Transactions: Assisting with sales transactions, processing payments, generating invoices, and maintaining sales records and studio rents.
• Event Coordination: Assisting with the planning and coordination of gallery events, such as exhibition openings, artist talks, and special receptions, including sending invitations, arranging catering, and coordinating logistics.
• Inventory Management: Assisting with inventory management tasks, including cataloguing artwork, updating inventory records, and conducting regular inventory checks and order stock for workshops.
• Research and Documentation: Conducting research on artists, artworks, and art market trends, and assisting with the documentation of gallery exhibitions and collections.
• Customer Service: Providing excellent customer service to clients, addressing enquiries and resolving issues in a professional and timely manner.
• Financial Administration: Assisting with financial administration tasks, such as processing expenses, reconciling accounts.
• Compliance: Ensuring compliance with relevant regulations and policies, such as health and safety guidelines, insurance requirements, and data protection regulations.

Candidate Requirement: 

• Excellent organisational skills
• Welsh Speaking and Writing.
• Experience of report writing
• Experience of managing relationships with internal & external stakeholders
• Knowledge of relevant compliance & regulatory matters

Desirable

• Passionate and knowledgeable about the arts
• Experience of collaborating with artists

Closing date – 24/5/2024