Operations Assistant

The Athenaeum Music & Arts Library seeks a full-time Operations Assistant to support daily Athenaeum functions, including administrative support, vendor management, and facility operations.

Operations Assistant is a full-time non-exempt 30-hour per week position and reports to the Assistant Director, Administration and Exhibitions. Work location is on site in La Jolla. Pay range is $23–26 per hour, commensurate with experience. This position is not compatible with remote work. Must have access to reliable transportation and have a valid California driver's license. Job offer is contingent on passing a background check.

The Athenaeum Music & Arts Library is a non-profit cultural organization and membership library dedicated to providing studio art classes, year-round exhibitions, concerts, lectures, and other public programs, and music and arts library resources to San Diego communities. We work across two locations: the historic library in downtown La Jolla, and the Athenaeum Art Center in Logan Heights, inside the Bread & Salt building. This position offers an opportunity to join the organization at an exciting moment of growth as we embark on a strategic planning process and a grant-funded interior renovation of the Athenaeum Art Center facilities.

The Operations Assistant provides general and facility-related support to both the La Jolla and Logan Heights locations.

Responsibilities include:

• Manage all office and facility-related operations

• Oversee inventory and order office and event supplies

• Act as the main point of contact for vendors related to supplies, building repairs, cleaning, and maintenance for the Athenaeum and Athenaeum Art Center

• Schedule and maintain communication with facility and event assistants with oversight from Assistant Director; coordinate scheduling based on events calendar and organizational needs

• Process event licenses, insurance renewals, and update office posters/paperwork on an ongoing basis

• Conduct a monthly walkthrough to survey maintenance, inventory, and other building needs

• Collect vendor invoices for accountant

• Coordinate venue rental contracts for private events

• General support with Raiser’s Edge database management, including maintaining and updating constituent records; act as main liaison for Raiser’s Edge database management

• Create mailing lists from database for outgoing materials, including invitations, newsletters, and brochures

• Provide general administrative support, including filing, answering phones, processing phone registrations and payments, organizing office and storage spaces, filling in at library front desk, as needed

• Manage inventory of items stored in on-site and off-site storage facilities

• Assist with general correspondence, meetings, and event preparations, including annual benefit celebration and other events

• Other administrative duties, as assigned

Experience and Qualifications:

• Minimum 2–3 years’ experience in positions of progressive responsibility in facilities, administrative, or operations work. Experience in non-profit administration and public-facing work preferable

• B.A. or B.F.A. in a related field

• Expertise with Microsoft Office (Word, Excel, Outlook, and Powerpoint); experience using Raiser’s Edge preferred

• Detail-oriented and organized with a strong ability to successfully multitask

• Excellent communication and project management skills

• Proven ability to take initiative, prioritize, set goals and meet deadlines

• Visitor-facing experience preferred

• Flexibility to work occasional evenings and weekends based on organizational needs

Benefits:

• Generous vacation package and employer-sponsored healthcare plan in addition to a voluntary benefits package

• 13 holidays per year on Athenaeum designated holidays

• Paid sick leave, 1 hour for every 30 hours worked

• 403b program with match opportunity after one year

• Family membership to the Athenaeum Music & Arts Library

• Free admission to Athenaeum/AAC lectures, concerts, art classes, and select events

Starting date: Mid-October 2025 or as soon as possible

To apply, please submit a cover letter and resume addressed to Christie Mitchell, Executive Director, to careers@ljathenaeum.org.

The Athenaeum is an Equal Opportunity Employer. We are committed to treating all applicants and employees fairly based on their abilities, achievements, and experience, without regard to sex, race, age, disability, religion, national origin, color, sexual orientation, gender identity, or any other classification protected by law.

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