Careers

Part-Time Administrative Assistant/Studio Manager

Company Overview:

Flux Art Conservation, Corp., a reputable Philadelphia-based conservation studio specializing in modern and contemporary art, is seeking a part-time Administrative Assistant/Studio Manager to join our small but growing company located in a 2000+ sq foot studio in Philadelphia, PA. Our diverse clientele includes artist foundations and estates, private and corporate collections, galleries, museums, and contemporary artists. 

As the first point of contact for studio clients, the ideal candidate will be skilled in client relations, effective project management, attention to detail and discretion. Ultimately, a successful administrative assistant will help ensure the efficient and smooth day-to-day operation of the studio and be an enthusiastic participant in the growth of the business.  

Responsibilities 

  • Support company operations by creating and maintaining office systems and supervising staff on their use 

  • Liaise with clients and vendors via phone and email and maintain client database 

  • Manage concurrent, deadline-driven projects through initial inquiry to final invoicing and track the action items and overall status of the projects 

  • Support conservators in logistics and record-keeping, ensuring that all required paperwork, both internal and external, is completed, organized, and correctly filed in both digital and hard copy formats 

  • Draft, proofread, and edit correspondence, proposals, reports, and presentations created for internal and external audiences, such as other conservation colleagues or clients 

  • Manage the studio calendar, scheduling, communications, and the studio to-do list and prepare the weekly agenda 

  • Coordinating artwork shipments and packing 

  • Researching artists and materials 

  • Maintain chemical and material inventories; order office and studio supplies; research new suppliers 

  • Categorize all income and expenses in Intuit QuickBooks Online and reconcile all accounts on a monthly basis 

  • Manage some HR responsibilities such as: on-boarding; performing payroll functions; submitting employee benefits information to appropriate companies; and maintaining the company’s payroll- and benefits-related records 

  • Maintain the business website and social media including developing, writing and editing copy 

  • Planning studio events 

  • Maintain confidentiality and discretion in handling sensitive information, personnel matters, and organizational data 

Requirements

  • 5+ years professional experience in a fine art institution, historic house, art gallery, auction house, or artist studio setting 

  • Curiosity and interest in modern and contemporary art 

  • Ability to interact with clients, vendors, and staff in a clear, professional, and timely manner 

  • Ability to anticipate needs, initiate activities, and follow through independently 

  • Exceptionally organized, detailed, critical thinker, and a natural problem solver 

  • Pleasant demeanor, positive attitude, team-oriented, self-motivated, discreet 

  • High working knowledge of Mac and PC computers 

  • Efficiency in QuickBooks, DropBox, Microsoft Excel, Adobe products, and Google Suite; experience with SquareSpace and Canva desired, but not required 

  • Experience in content creation and with the use of brand guidelines and style guides desired 

  • Basic knowledge of conservation and art-handling practices

  • Eligibility to work in the United States

Salary and Benefits:

This part-time position starts at $30/hr commensurate with experience, approximately 20-25 hrs/week, Monday through Friday and in-person.

  • Flexible work schedule

  • Matching SIMPLE IRA contributions (up to 3%)

Application Instructions:

To apply, please email a letter of interest, resume, and the contact information of two professional references to Beth Nunan at beth@fluxartcon.com. We encourage candidates of diverse backgrounds to apply as Flux Art Conservation, Corp. is an equal opportunity employer committed to creating an inclusive environment for all employees.

Note: This position requires on-site work at our Philadelphia studio, with potential future hybrid remote option.

We appreciate your interest in joining our team at Flux Art Conservation, Corp. While we value all applications, only qualified candidates will be contacted for an interview.