ABOUT THE POSITION
This position is onsite, approximately 10 hours/week. The Administrative & Project Coordinator provides flexible administrative, operational, and project support to ArtsWest, helping ensure that important day-to-day tasks and organization-wide initiatives move forward efficiently.
This role supports the Business Manager and Producing Artistic Director with scheduling, organizational calendars, project tracking, routine financial administration, records and filing, office systems, vendor and IT follow-up, and other finite administrative projects. The ideal candidate is proactive, resourceful, comfortable taking a task and carrying it through to completion, and able to recognize when additional guidance is needed.
The position is designed to provide practical execution and follow-through capacity so that senior staff can remain focused on financial oversight, organizational leadership, fundraising, and artistic work.
ESSENTIAL FUNCTIONS
Administrative & Project Support
Maintain organization-wide calendars and administrative timelines for defined projects and initiatives.
Track assigned deliverables and deadlines, follow up with responsible staff, and flag overdue or unresolved items to the Business Manager or Producing Artistic Director.
Schedule meetings, circulate materials, take notes as assigned, and maintain action-item lists.
Provide administrative support for organization-wide planning processes, including Season Planning and Staffing, Strategic Planning, Staff Retreats, and other initiatives as assigned.
Conduct outreach and follow-up for discrete organizational, fundraising, partnership, or administrative projects.
Assist with research, inventories, records cleanup, account transitions, and other finite administrative projects.
Financial Administration Support
Provide administrative support to the Business Manager, including preparing bank deposits, organizing and routing invoices and financial documentation, data entry, document collection, and records maintenance as assigned.
Handle financial information with accuracy and confidentiality.
Office & Operations Support
Support organization-wide filing, scanning, mail, supplies, and records-management needs.
Serve as a point of follow-up for routine IT, office equipment, vendor, and service issues and coordinate with outside support when needed.
Assist with maintaining organizational accounts, subscriptions, access lists, and administrative records.
Support routine facilities coordination, vendor access, and light facilities and upkeep tasks as assigned, such as changing lightbulbs, replacing basic supplies, and helping keep shared spaces functional and organized.
Take on other administrative, project, and operational tasks assigned by the Business Manager or Producing Artistic Director as capacity allows.
To apply, please submit in PDF format a cover letter that outlines how your related experience and skills qualifies you for the position and your resume to resumes@artswest.org.
Applications will be reviewed on a rolling basis until the position is filled.
The anticipated start is November 1, 2026.
Essential
• Excellent organizational skills and attention to detail.
• Strong follow-through and ability to complete tasks independently.
• Clear written and verbal communication skills.
• Comfort communicating with external contacts, vendors, and organizational partners.
• Ability to handle confidential information with discretion.
• Comfort using Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn new systems and troubleshoot routine administrative problems.
• A love for the arts and an alignment with ArtsWest’s mission and values.
• Ability to maintain calendars, track deadlines and action items, and follow up diplomatically with colleagues.
Full Job Description: https://www.artswest.org/app/uploads/2026/09/ArtsWest-Administrative-Project-Coordinator_09.26-.JOB-POSTING.pdf
