An active and accomplished LA-based Artist Studio is seeking a qualified candidate to provide comprehensive administrative support to the Studio Manager and Artist. The successful candidate will thrive in a fast-paced, dynamic environment with a proven ability to manage shifting priorities and complex schedules. A proactive, resourceful, and collaborative approach is essential.Key Responsibilities:Proactively manage administrative tasks including scheduling appointments, responding to inquiries (phone, email, etc.), maintaining studio and artist personal files, managing and updating a comprehensive contacts database, scanning/photocopying, running errands, overseeing subscriptions, organizing mail/FedEx, and booking and supervising housekeeping services at multiple locationsCollaborate closely with the Studio Manager and engage with the Studio team in a positive, productive, and supportive manner.Liaise with a diverse range of vendors, designers, artists, artisans, and architects on various projects to maintain smooth workflows and positive working relationships.Assist the Studio Manager with financial tracking, bills, including employee expenses, reimbursement processing, and preparation of comprehensive expense reports.Track and monitor production costs to support accurate budgeting, forecasting, and financial planning for projects and overall studio operations.Oversee routine ordering of art production materials and office supplies, ensuring timely procurement while maintaining budgetary controls.Serve as the first point of contact for Artist, Studio Manager, staff, contractors, and emergency situations, ensuring clear communication and timely response.Conduct research relevant to ongoing projects and initiatives.Assist with meeting preparation by setting agendas and distributing notes.Oversee different locations through proactive communication and coordination with staff and vendors on-site and remotely; maintain up-to-date property manuals.Travel locally to properties to maintain hands-on oversight and direct contact with teams and sites.Coordinate domestic and international travel arrangements as required, including booking flights, transportation, accommodations, and preparing detailed itineraries.Qualifications:Demonstrated ability to proactively support operations with a strong sense of urgency and reliability.Ability to work independently with minimal follow-up while being a collaborative team player.Calm, diplomatic, and solution-oriented with strong problem-solving skills.Excellent judgment and ability to communicate clearly, effectively, and accurately across various channels.Outstanding time management skills with the ability to prioritize and juggle multiple deadlines seamlessly.Highly organized with exceptional attention to detail, especially in expense reporting, financial management, and production cost tracking.
