Office Manager – Letterform Archive

DESCRIPTION
Letterform Archive is seeking a friendly, organized, proactive, detail-oriented, and reliable individual to serve as its office manager.

Reporting to the director of development, this position is the backbone of the Archive, tying together multiple teams by ensuring smooth administrative and facilities operations, an excellent experience for guests, and helping to raise the necessary resources for the success of a dynamic new institution.

ABOUT US
Letterform Archive is a nonprofit center for inspiration, education, and community.

We opened to visitors in February 2015 and offer hands-on access to a curated collection of over 40,000 items related to lettering, typography, calligraphy, and graphic design, spanning 2,000 years of history.

So far, we have welcomed over 4,200 visitors from 30 countries, including students, practitioners, and letterform admirers from every creative background to the Archive. Some come with specific research ideas in mind, while others are simply looking for inspiration. Invariably, thanks to the breadth and accessibility of the collection, they stumble on something unexpected. Serendipity is key to the Archive experience.

In addition to hosting visits and public events, the Archive serves a global community through social media, state-of-the-art photography, and publications. We offer courses and workshops in type design, calligraphy, and typography, some in conjunction with The Cooper Union. We also curate exhibitions of our holdings, organize lectures by visiting artists and designers, and host brunches, dinners, and receptions to showcase new acquisitions or celebrate out-of-town guests.

PRINCIPAL RESPONSIBILITIES
The hospitality of all visitors to the Archive, including being the first point of contact for the public, scheduling tours, and greeting guests when they arrive;
The general operations and maintenance of the Archive, including processing mail and managing deliveries, scheduling staff meetings, office build-outs, housekeeping management, ordering supplies, maintenance requests, and tidying;
The logistics and management of events and workshops;
Assisting with bookkeeping, including managing petty cash, expense reimbursements, and making bank deposits;
Collaborating with HR on team-building and staff appreciation events;
Supporting the director of development with fundraising efforts, CRM management, board meetings, and general Archive administration.
In addition to her/his principal responsibilities, the office manager will be relied upon to pitch in on new projects as needed.

All Archive staff are expected to participate and lead introductory tours to the public based on the collections. Staff will also engage in team-wide collection salons to broaden their knowledge and hone presentation skills.

Occasional weekend and evening work may be required.

PHYSICAL REQUIREMENTS
The Operations Associate will frequently be required to sit and perform desk-based computer tasks and file or sort paperwork.

She/he may less frequently be required to lift and/or move items weighing up to 25 pounds; push and maneuver a fully-loaded book truck weighing up to 60 pounds; and stand, climb, balance, stretch, twist, kneel, stoop, bend, or crouch.

The Archive will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

IDEAL QUALIFICATIONS
Passion for or expertise in an area of specialization appropriate to our collections (e.g., graphic design, book arts, book history, etc.)
2+ years of demonstrated achievement working in a similar role
Exceptional written and oral communication skills
Superlative organizational and time management skills
Meticulous detail orientation; focus on accuracy
Tech-savvy; proficient with G Suite and macOS; experience using a CRM and accounting software like QuickBooks
Bachelor’s degree

IDEAL CHARACTERISTICS
Curious and eager to learn
Team player with a friendly and welcoming demeanor and a customer service orientation
Flexibility and comfort in a rapidly changing environment
Willing to tackle a variety of projects, including new challenges
Able to work independently, prioritize, and multi-task when needed
Able to remain positive, patient, and calm regardless of circumstances
Able to see projects from inception to completion against short turnaround times
Uses discretion when handling sensitive and confidential information

We value candidates whose skills and experience have prepared them to understand and uphold our core values of excellence, nimbleness, collaboration, humility, hospitality, design sensitivity, and community.

Letterform Archive is an equal opportunity workplace, community, and place of learning. The Archive does not discriminate in employment, educational services, and programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age, sex, gender identity, sexual orientation, marital status, medical condition (cancer-related or genetic-related), family and medical care leave, pregnancy disability leave, veteran status, or disability, or on other bases prohibited by law.

HOW TO APPLY
Please submit a résumé and cover letter explaining your interest in this position to info@letterformarchive.org by May 15, 2017. First review of applications will begin on May 1.

BENEFITS
Letterform Archive pays 100% of full-time employee medical and vision insurance premiums. All full-time employees receive 15 days of paid vacation, 10 paid national holidays annually, and accumulate sick leave days according to San Francisco regulations.

Full-time employees are also able to take Archive classes and workshops free of charge, and receive an annual subvention toward their professional development.

You will also be surrounded by (and able to interact to your heart’s content with) beautiful, meaningful objects, and a diverse, interesting community of those who love letters. Your colleagues are 7 people who are all passionate about the organization and eager to share their enthusiasm through excellent work.

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