Administrative and Development Assistant
City of Asylum creates a thriving community for writers, readers, and neighbors. We provide sanctuary to endangered literary writers, so that they can continue to write and their voices are not silenced. We offer a broad range of free literary, arts, and humanities programs in a variety of community settings to build social equity through cultural exchange. We anchor neighborhood economic development by transforming blighted properties into homes for our programs in Pittsburgh’s Northside community.
The Administrative and Development Assistant provides general admin support to the Executive Director and the City of Asylum staff. Tasks vary based on the day-to-day needs of the organization. The ideal candidate is organized, detail-oriented, and flexible. The position reports to the Executive Director and works closely with a variety of staff, including Director of External Relations, Director of Programs, Project Managers, and Production Coordinator.
- Answer all organizational phone calls and emails and redirect accordingly
- Manage all office-related purchases and mailings
- Manage contact, info, rentals, and rsvp email accounts
- Manage response system for unsolicited booking requests
- Attend to front door for deliveries, 9a – 5p (Mondays) and 9a – 11a Tues – Fri.
- Assist with scheduling and calendar management
- Manage all ticketing, from generating ticketing links through post-event data entry
- Manage all ticketing related inquiries and reservation requests
- Manage all program door lists, wait lists, and cancellations
- Report accurate attendance data for all programs
- Process donations, pledges, and grants
- Generate and track all donor acknowledgments
- Assist with fundraising mailings, email campaigns, and other solicitations as needed
- Assist Director of External Relations and Executive Director in planning fundraising events and efforts including the Freedom to Write gala and End of Year Campaign.
- Clean database and qualify contacts daily
- One to three years of office or customer service experience, preferably in a nonprofit or community setting
- Microsoft Office skills including Word, Excel, PowerPoint and Outlook
- Ability to work collaboratively and effectively with colleagues
- Excellent communication and interpersonal skills
- Self-starter with strong time management abilities
- Occasional evenings and weekends may be required
This is a full-time (40 hours per week), hourly (non-exempt) position. Compensation is commensurate with experience.
Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. We are committed to hiring a breadth of diverse professionals and encourage members of diverse groups to apply.
Please send a cover letter and resume to firstname.lastname@example.org by Friday, May 31, 2019.
City of Asylum @ Alphabet City is looking for a season-long summer photography intern. The ideal candidate for this internship would take creative and professional quality photos at our evening events. The photos would be used for COA’s social media platforms, archival purposes, promotional material, and general documentation of COA facilities and programs. The photography intern could use the photos to expand their professional portfolio, get credit, and bring their own equipment or use ours. Get real hands-on experience photographing live bands, performers, renowned authors, and storytellers while working with a great programming staff.
To be considered for our photography internship, please attach a current resume and cover letter detailing your relevant experiences and your qualifications in an email to Senior Project Manager and Volunteer/Intern Coordinator Karla Lamb at email@example.com
General Internship Program 2019
Applications Now Closed for Summer Interns. Please check back for Fall opportunities.
City of Asylum seeks interns to assist the current program coordinators, supervisors and administrative staff. Once hired, interns assist in organizing weekly events, including administration, ticketing, volunteer facilitation, event set-up and other event preparation logistics. The internship is unpaid, but will be eligible for college course credit. Applicants are interviewed and hired on a rolling basis (specific start/end dates are flexible).
The ideal candidate is organized, well-spoken, and works well with people in our community of all ages, backgrounds, and organizations. Interns should be detail-oriented, and flexible about shifting priorities. The position includes event facilitation and administrative tasks on an as-needed basis. Our office environment is small and informal, but fast paced. A successful intern is someone who is independent and confident in their work. They must be willing to take on and learn new things.
- Excellent verbal, written and communication skills
- Exceptional organizational and time management skills
- Child abuse history clearances (COA will send required forms and reimburse costs)
- Ability to handle deadlines and fast-paced situations
- Comfortable lifting anywhere from 5 to 20 lbs.
- Knowledge of WordPress, Mailchimp, SurveyMonkey, Patron Manager a plus
- Microsoft Suite, Google Drive, Social Media skills a big plus
- Background in performing arts and event planning a plus
- Patron Manager/Salesforce experience preferred
- Driver’s license and a good driving record preferred
- Assist COA staff with logistics of events at Alphabet City
- Coordinate and manage some aspects of events
- Assist with administrative, programming, and clerical tasks
- Assist with tech and audio/visual aspects of the events
- Assist in the writing of COA invitations, news, creating content, marketing materials, editing, and drafting emails
- Transcribe interviews or give interviews on a special-request basis
- Complete simple Patron Manager tasks (on-site training will be provided by administrators)
- Occasionally work with COA’s writers-in-residence on an as-needed basis
- Interns are encouraged to pitch their own long-term projects that reflect COA’s mission, and possibly create programming, develop partnerships, or do research
- Help the volunteer supervisor to organize data, schedule, scout, train, and communicate with volunteers
- Current sophomore, junior, senior or recent college graduate preferred
- Minimum age requirement is 18 years of age
- Applicants are interviewed and hired on a rolling basis (specific start/end dates are flexible)
- Summer: May- August
- Fall: September- December
- Spring: January- April
- 15-20 hours per week (some evening hours required; most events take place in the evenings and occasionally on weekends)
- Interns will be asked to sign a contract of confidentiality due to the sensitive nature of the information of our patrons and performers
To be considered for an internship, please attach a current resume and cover letter detailing your interests in our programming, relevant experiences, and your qualifications in an email to Senior Project Manager and Volunteer/Intern Coordinator Karla Lamb at firstname.lastname@example.org
Non-discrimination Policy: City of Asylum is committed to results-oriented management aimed at achieving equal employment opportunity and shall apply good faith efforts to seek out, employ, train, and promote underutilized women and minority group members.