The Executive Assistant provides administrative support to the Founding Artistic Director and Executive Director in day-to-day operations acting as a liaison and ensuring centralized communications with all staff, The New Group’s Board of Directors, patrons, funders, and artists. The Executive Assistant will also be responsible for managing the administrative office and coordinating the Internship and Fellowship Programs.
Assistant responsibilities include:
-Manages and maintains calendar and contacts for the Artistic and Executive Directors
-Coordinates executive communications, including calls, drafting emails, and interfacing with board members, donors and other constituents
-Takes meeting minutes and tracks and executes action items on the Directors’ behalf
-Organizes and submits expense reports
-Arranges minimal business travel as required (flight, hotel, transportation)
-Organizes and manages annual calendar of Board and Board Committee meetings
-Coordinates Board and Board Committee meeting attendance, arranges catering, creates/distributes meeting materials
-Supports Artistic and Executive Directors at special events as needed
Office administration responsibilities include:
-Manages general office administration, including inventory and ordering of office supplies, calendar management and IT troubleshooting with external consultant
-Serves as administrative lead and assists in setting and managing deadlines on long‐term management projects
-Answers the operator telephone and directs calls to the appropriate lines
-Coordinates and tracks the pickup and receipt of various deliveries, including those by messenger
-Greets visitors, vendors, and invited guests
-Organizes the administrative pantry, including restocking supplies
-Coordinates full staff initiatives and internal events
-Position also coordinates Internship and Fellowship Program, including recruitment, orientation, organizing seminars and networking opportunities, and evaluation with supervisors
The ideal candidate will possess a positive attitude, a professional mature demeanor and have the ability to exercise strong judgment in a variety of situations with tact and courtesy. Candidates must have strong written and verbal communication; exemplary administrative, organizational and interpersonal skills, and the ability to balance multiple priorities with a dedication to details and follow-up. The Executive Assistant will handle a wide variety of activities and confidential matters with discretion.
-One or more years of office administration, or equivalent, experience; experience in supporting an organization’s leader is preferable
-Ability to work and collaborate with a diverse range of people, including the ability to be an ambassador for the senior leaders and the organization
-Demonstrate a high degree of initiative and energy; able to anticipate the next step and/or question
-Knowledge of Microsoft Office required
Salary range is $35,000 – 40,000, commensurate with experience. Benefits package includes health, dental, 403b retirement, and commuter benefit plans.
Please email a cover letter and resume with references to email@example.com. Please put ‘Executive Assistant’ in the subject line. No phone calls please.