California Arts Council

State of California

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Office Assistant
AXIS Dance Company

Oakland, CA

Position Summary

The Office Assistant supports all the activities necessary to ensure the smooth flow of day-to-day operations and marketing of AXIS programming with the public. They are responsible for organizing and controlling the clerical aspect of the organization, including the coordination and storage of data, marketing collateral to support production, IT (upgrades, tech solutions, troubleshooting), filing, events support, and other important operations of the organization. The role reports directly to the Managing Director, and works closely with all staff, including Development Manager, Community Engagement Manager, Rehearsal Director, Social Media Coordinator, Media Assistant and Artistic Director. This is a salaried Monday-Thursday position with health benefits.

Duties and Responsibilities


  • Schedule and process e-mail campaigns in Salesforce (database)
  • Update website
  • Oversee print production for in-house institutional and programming marketing campaigns
  • Support Media Assistant with work sample and promo film archiving and editing
  •  Serve as office point person for Social Media Coordinator
Staff support
  • Assist staff with web research projects
  • Assist staff with production planning, registration and day-of staffing for AXIS annual events, including Home Season, Dance Access Day, Benefit Event, Summer Intensive
  • Offer administrative support to the Artistic & Managing Directors, Community Engagement Manager and Development Manager, as requested
  • Oversee bulk mail production
General Office
  • Answer phones and direct calls to appropriate party maintaining a warm, friendly and helpful demeanor
  • Forward or respond to all general e-mail inquiries in a timely manner
  • Sign for deliveries, receive and distribute mail, and keep office environment clean and tidy – vacuum, dust, water plants, put supplies away, etc.
  • Order all the supplies needed to run an efficient and professional office; keep track of when supplies are running low, and make sure goods are ordered before they run out
  • Research and book flights, hotels and ground transport for AXIS tours
  • Supervise interns 
  • Serve as AXIS point person for Malonga Arts Center (maintenance requests, scheduling of studio space, connecting with other nonprofits in the building)

Manage office systems:

  • Maintain office photocopier and phone systems
  • Fix mechanical problems, or oversee their repair by a professional
  • Oversee office computers and troubleshooting
  • Be familiar with basic computer problems, and be able to help employees when their computer or printer malfunctions
  • Maintain communication systems including phone, fax, voicemail, and web account access (Gmail, Trello, Hackpad, etc.)
  • Train new employees and/or interns in organization and office procedures. This includes teaching new employees how to use web-based sharing tools, telephone system, office equipment, and the computer system
  • As needed, train employees on how to use new office equipment and updated computer software
  • Develop and/or maintain, a comprehensive and easy-to-follow filing system for invoices, receipts, client information, and other important documents.
  • Update Operations Handbook

Maintain Database

  • Manage Salesforce database; including updating contact records, entering new contacts, scheduling periodic data cleaning of all contact data, ensuring database systems are backed up regularly, and tracking updates and advancements in Salesforce.
  • Process received income weekly, generate reports, and produce “Thank you”s
  • Serve as AXIS’ Salesforce system administrator
  • Train staff on database systems and trouble shoot basic problems

Human Resources:

  • Provide administrative support in the hiring and separation of employees
  • Assist in internship, volunteer, and employee recruitment by placing ads and managing response. 
  • Set up email and voicemail for new hires
  • Order business cards
  • Keep staff list continually updated and distributed to all staff and board members
  • Issue keys to appropriate staff.
  • Recruit and manage volunteers for events and direct mail assemblage


Success in this position will depend upon the following skills, traits and requirements:

  • A strong commitment to the mission, goals and work of AXIS Dance Company.
  • Experience with in-house marketing and video editing software (Apple Pages, iMovie, iDVD)
  • 1-3 years experience in an administrative or marketing role  
  • Website updating skills (we are hosted on Squarespace)
  • Able to coordinate a number of activities with multiple components requiring independent follow through and attention to detail
  • Able to work to organize and prioritize projects, and take initiative
  • Comfortable in a multi-task environment
  • Occasionally must be able to work flexible hours during periods of increased programming
  • Excellent analytical and organizational skills
  • Familiarity with Mac and PC word processing platforms
  • Experience with Google for Nonprofits (g-cal, g-mail, g-docs, g-forms)
  • Intermediate Excel and Word skills
  • Strong knowledge and comfort working with and managing technology systems
  • Self-starter with the ability to start and manage tasks independently
  • Ability to take direction
  • Effective interpersonal skills necessary to interact with management, staff, dancers, and community
  • Experience working with people of all ages, socio-economic backgrounds, physical abilities, ethnicities, and sexualities

Physical Demands

  • Ability to lift up to 20 pounds occasionally

Interested parties should send cover letter and resume directly to Managing Director Karl Cronin ( Please share in your letter a brief description of your technical experience as well as some context on the kinds of administrative projects you have worked on.

Contact:Karl Cronin

Deadline: 08-14-2015

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