Administrative Assistant / Receptionist

At the Dance Institute of Washington (DIW), we are always on the lookout for talented individuals who share our passion for advancing equity in the dance world. As an organization committed to fostering an inclusive environment, we believe in the transformative power of diverse voices and perspectives. If you are driven, creative, and dedicated to making a positive impact in the arts, we welcome you to explore our employment opportunities. Join our dynamic team and be part of an organization that is making a difference in the lives of aspiring dancers and artists. Together, let’s pave the way for a more equitable and vibrant future in the world of dance.

DIW is currently looking for an Administrative Assistant/Receptionist. The Administrative Assistant/Receptionist is responsible for providing high-level administrative support to DIW’s staff and students. This position requires compassion and the ability to interface and develop relationships with area residents, employers, and corporate and community representatives. This position will work under the direct supervision of the Director of Organizational Performance and provide all necessary administrative /receptionist support and a variety of routine tasks. Must be able to work with a high level of organization, confidentiality, and professionalism.

Primary Duties and Responsibilities

Administrative Duties

• Assists the Director of Organizational Performance & Senior Leadership with daily administrative duties and completes a broad variety of administrative tasks that include managing inventory of materials and supplies, composing and preparing correspondence, creating agendas, data entry and compiling data and documents for meetings and reports, managing incoming and outgoing mail, answering phones in a professional manner, scanning, faxing, copying, etc.
• Communicates with the staff on the Director of Organizational Performance & Senior Leadership behalf and coordinates logisticswith meetings both internally and externally.
• Assists with solicitation, tracking, acknowledgment and management of major grants and donations.
• Assists interns and volunteers in the performance of administrative functions.
• Manages front desk operations including but not limited to, assisting customersin-person, online and via telephone regarding inquiries, accepting packages, donations and other deliveries, and greeting and signing in visitors/guests.
• Records and distributes messages to the staff and stores correspondence.
• Acts as the ‘gatekeeper’ by determining which phone calls should be forwarded to management and which can be handled directly.
• Maintains confidential files and contract information.
• Prepares staff meeting agendas and minutes, designates and follows up on assigned action items.
• Assembles materials, office documents, and correspondence.
• Implements and maintains effective electronic and hard copy filing systems.
• Accurately enters and retrieves data using electronic and hard copy filing systems and databases.
• Assists with accounting and payroll processing functions, as requested.
• Maintains a professional and aesthetically pleasing work environment as well as maintains neat and functional storage areas.
• Monitors inventory and materials and supplies and notifies management when inventory reaches re-order points to ensure adequate supplies are on hand when needed.

Other

• Assists operations team and serves as backup, as needed.
• Serves as support to students and renters.
• Assists with initiatives to educate the public regarding DIW’s programs and services at our site and in the community (e.g., exhibiting at public libraries).
• Maintains the organization’s calendar of events.

Qualifications/Requirements

• High school diploma or equivalent.
• 3-5 years experience providing administrative support for upper-level management.
• Ability to work independently and with professional discretion.
• Excellent oral and written communication skills.
• Proficiency in Windows, including MS Word, Excel, Outlook, and PowerPoint; fund-raising and data management systems knowledge helpful.
• Knowledge of operating standard office equipment (e.g., copier, printer, postage meter, etc.).
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to conduct research and present data in a succinct and well-written manner.
• Excellent time-management and problem-solving skills.
• Ability to work with a broad range of people including local residents, employers, major donors, board members, colleagues of the Executive Director, staff, and others.
• Some evenings/weekend work required.

Physical Requirements

While performing the responsibilities of the Administrative Assistant/Receptionist, the employee is occasionally required to exert physical effort to carry out his/her duties and responsibilities in a normal office work environment. Occasional travel may be required. Ability to lift 25 lbs.

Additional Qualifications

• Commitment to DIW’s mission and strong social justice orientation.
• Effective and persuasive communicator, both oral and written, with exceptional emotional intelligence and interpersonal skills.
• Confidence and capability to adapt and lead in a fast-paced, changing environment while also navigating ambiguity and change inherent to an evolving organization.
• Possesses unquestionable personal and professional integrity, unwavering commitment to equity, and a growth mindset.
• Innovative, creative, and willing to think outside of the box to develop solutions that meet DIW unique needs and support our high-performing team.
• Able to provide proof of current TB test.
• Ability to pass required pre-employment background checks and clearances.
• Able to present acceptable identifying documents to complete the Form I-9 within three (3) days of hire.

Computer/Technology Skills

Proficiency with business equipment, software applications, and databases. Must be proficient in MS Office 365 applications. Ability to use a range of technology and tools, including but not limited to projectors, and Google.

Equal Employment Opportunity

DIW is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, all terms and conditions of employment will be carried out without regard to race, creed, color, religion, gender, sexual preference, nationality, marital status, age, or disability. DIW will not tolerate acts deemed to constitute discrimination or harassment based on gender, sexual preference, race, color, religion, national origin, marital status, age, disability, or any other characteristic protected by law.