The scope of this role includes but is not limited to the following:

Office and Site Administration

• Maintain the organizational master calendar; communicate regularly with HDTS staff regarding calendar updates.

• Schedule meetings, appointments, and events for Executive Director, Board, and staff.

• Manage digital and physical files, protocols, and document archives.

• Track and manage calendar of annual renewals for all organizational licenses, permits, and insurance policies (e.g., business registration, liability insurance, Airbnb short-term rental permits, sales tax, Workers’ Comp).

• Assist Executive Director with administrative support for nonprofit Board activities, including preparing reports and maintaining records of minutes.

• Manage booking for short-term rentals/overnight accommodations for residents and guests.

• Maintain clean and orderly shared spaces, specifically the office, studio, and studio store.

• With the Caretaker, coordinate maintenance needs of 80-acre property and prioritize tasks of the Work-Trade residents.

• Order supplies for office and studio.

• Oversee the Ceramics Studio Coordinator and Weaving Studio Manager; assist these roles with tracking inventory, sales of A-Z West Works, and purchasing supplies when necessary.

Financial Administration

• With Executive Director, input and track monthly income and expenses for budget reporting.

• Aggregating revenues and information across multiple platforms including but not limited to Squarespace, Square, Stripe, and QuickBooks Online.

• Process receipts, invoices, expense reports, reimbursements, and contractor payments.

• Process and track donors and donations (using Airtable) and assist the Executive Director in donor recognition.

• Prepare and submit necessary documentation for annual state and federal nonprofit filings, including working with tax preparers and legal advisors as needed.

• Oversee online orders, in-person store sales, and third-party transactions.

• Administer payroll.

Communications and Outreach

• Monitor and respond to general inquiries via email and voicemail about artist residencies, public tours, private visits, overnight accommodations, and press and interview requests.

• Greet and orient visitors, program attendees, and overnight guests to the site; monitor visitors’ adherence to site policies.

• Ring up customers at the Studio Store and provide general visitor assistance.

• Lead public tours of the site.

• Contribute to content creation for newsletters, social media, and event announcements.

• Represent HDTS at partner events in the community to seed mutually beneficial relationships and collaborations.

WORKING CONDITIONS

This is an in-person position located in Joshua Tree, California, a rural town two hours east of Los Angeles. Joshua Tree is part of the Morongo Basin, a sprawling, economically diverse, and culturally and artistically rich area in the Mojave Desert. Applicants seeking remote work will not be considered.

QUALIFICATIONS

Candidates with a blend of administrative prowess, strong interpersonal skills, organizational management experience, and adaptability to the unique context of High Desert Test Sites would be well-suited for this role.

Administrative Proficiency

• Demonstrated experience in handling office management and administrative tasks with minimal direction, including email and phone inquiries, scheduling, maintaining calendars, and organizing documents.

• Experience with software used in business settings: Microsoft Office; Google Workspace; Square; Squarespace; MailChimp; Airtable.

• Excellent organizational and time-management skills.

• Strong attention to detail and ability to maintain clean and orderly work areas.

• Ability to apply critical thinking and analysis towards problem identification and resolution and to exercise sound judgment.

• Ability to track inventory, sales, and purchasing supplies for operational needs.

Communication and Customer Service Skills

• Excellent interpersonal skills to greet and welcome visitors professionally and provide support with a friendly and approachable demeanor.

• Ability to collaborate with a team, including effectively organizing and communicating using clear and friendly written, verbal, and active listening skills.

• Ability to lead public tours and represent the organization positively at community events.

Financial Administration

• Familiarity with financial processes such as budgeting, invoicing, expense tracking, and payroll management.

• Proficiency in utilizing software platforms like QuickBooks Online, Squarespace, Square, and Stripe for financial tasks.

Flexibility and Adaptability

• Comfortable balancing simultaneous responsibilities and shifting priorities.

• Strong attention to detail and independent follow-through.

• Must be flexible and able to deal calmly and effectively with shifting priorities.

• Willingness to work in a dynamic, ever-evolving environment with fluid schedules and occasional extended hours for special events.

• Ability to work independently with considerable discretion while also collaborating closely with the Executive Director and other team members.

• Possess a high degree of tact, initiative, and the ability to interact with various personality traits and maintain a professional demeanor with both staff and visitors alike.

• A positive attitude; is responsible, flexible, punctual, and able to work well under pressure.

Location Requirement

• Must be comfortable with rural, desert working and living.

• Must be based in or willing to relocate to Joshua Tree, CA. Applicants seeking remote work will not be considered.

Additional Preferred Skills

• Bachelor’s degree in arts administration, business, communications, or related field.

• Experience working professionally with artist residency programs, nonprofit boards, cultural organizations, experimental environments, and/or with artists.

• Experience managing facilities or properties, including coordinating maintenance tasks and overseeing short-term rentals.

• Experience in public relations, social media management, and newsletter content creation.

• Fluency in a language other than English is a plus.

• Knowledge of ceramics and/or weaving is a plus.