Program & Marketing Assistant

Tulsa Artist Fellowship LLC•Tulsa, OK

4h•Onsite

About The Position

The Programs & Marketing Assistant provides essential cross-departmental support for Tulsa Artist Fellowship, contributing to the planning and execution of public programs, event logistics, gallery operations, and marketing coordination. This cross-functional role balances administrative organization with external engagement and supports both programmatic and marketing initiatives across the organization. The Assistant collaborates across departments to ensure smooth internal operations and meaningful community interaction. Key responsibilities include coordinating contractor schedules, supporting marketing content and media assets, tracking inventory and supplies, maintaining organized digital and physical systems, and managing general inquiries. The Assistant facilitates communication and scheduling with fellows, supports studio visits, and occasionally represents the organization at public-facing and community events. The role also involves maintaining a welcoming, organized gallery space; reporting facility needs; and supporting the onboarding and coordination of interns and gallery sitters. Flexibility in working hours is essential to accommodate public gallery hours, internal programming, and special events.

Requirements

A combination of education, relevant training, and professional experience will be considered. Ideal candidates will have:
Minimum of one (1) year of relevant experience or an equivalent combination of education, training, or lived experience in event support, gallery services, arts administration, or a related field
Strong organizational and time-management skills with attention to detail
Excellent interpersonal, written, and verbal communication skills
Ability to work independently and collaboratively across multiple priorities and departments
Demonstrated experience supporting public programs, events, or exhibitions
Adaptable, solutions-oriented approach to shifting priorities and timelines
Familiarity with inventory tracking, file organization, and supply management
Comfort using digital tools for administrative, marketing, and communications workflows
Commitment to inclusivity, professionalism, and thoughtful public engagement
Knowledge of or ability to learn organizational and communication tools and platforms commonly used in nonprofit and arts administration, such as cloud-based file systems, email and scheduling tools, databases, design software, and social media platforms.
Occasional need to utilize personal transportation, must have a valid driver’s license and auto insurance

Nice To Haves

Bachelor’s degree in a relevant field (preferred)

Responsibilities

Open and close the gallery during scheduled public hours
Greet and engage visitors; answer questions about exhibitions and the organization
Maintain a clean, orderly, and visitor-ready gallery environment during each shift
Track and maintain printed exhibition artwork lists; assist with updates as needed
Record daily activity reports, visitor counts, and any maintenance or facility needs
Support monthly gatherings, First Fridays, and special programs
Assist with event logistics, hospitality, setup, and breakdown
Schedule and coordinate short-term contractors for programs and events
Track event-related supplies and inventory needs
Manage general office inboxes and incoming inquiries
Assist with billing, invoicing, and finance-related tracking
Coordinate scheduling of studio visits and support visitor logistics
Track and maintain grocery and office supplies for Fellowship use
Occasionally represent the organization at public-facing events or meetings
Under the supervision of the Artistic Program Producer, assist with filing and organizing data using internal databases and cloud-based systems
Monitor, organize, and accurately categorize digital files and assets
Maintain up-to-date contractor, participant, and contact records
Ensure file naming, folder structures, and database entries follow established standards
Support intern onboarding, including orientation to organizational spaces, systems, and workflows
Schedule and onboard gallery sitters when needed, ensuring clarity around visitor services expectations, exhibition content, and communication protocols
Relay questions, feedback, or concerns from interns or gallery sitters to supervising staff in a timely manner
Conduct marketing and audience research related to social media, engagement, and outreach trends
Draft copy for newsletters, event listings, website updates, invitations, and social media captions for review by senior staff
Organize and maintain marketing, documentation, and media assets with consistent naming conventions
Support content planning, scheduling, and asset delivery across multiple platforms
Perform other duties as assigned