Executive Assistant, Artistic Programs, Lower Manhattan Culture Center

Job link: https://lmcc.net/about/careers/

Position Overview: The Executive Assistant, Artistic Programs is an integral part of the LMCC team with primary responsibility for supporting the Executive Director, Artistic Programs in all areas of responsibility. This individual works closely with the Executive Director, Artistic Programs to facilitate stakeholder relationships, support long-term resource development strategies, and assist the realization of the organization’s curatorial vision. This individual works with the Executive team and senior staff to manage key administrative responsibilities.

Essential Duties and Responsibilities include, but are not limited to, the following:

Executive Department-Specific Duties and Responsibilities:

  • Works with senior staff to create and manage daily to-do lists and action priorities for the Executive Director, Artistic Programs
  • Prepares correspondence and responds to email and phone inquiries on behalf of Executive Director, Artistic Programs
  • Works closely with all LMCC departments to facilitate communication with the Executive Director, Artistic Programs and handles documents requiring approval
  • Schedules internal and external meetings and appointments for the Executive Director, Artistic Programs, and greets visitors
  • Conducts research and prepares materials related to artistic programming and meetings as needed
  • Maintains filing system and mailing system for the Executive Director, Artistic Programs
  • Coordinates dining and travel reservations for Executive Director, Artistic Programs
  • Submits finance and time off requests on behalf of Executive Director, Artistic Programs
  • Tracks and assists in reporting Executive Director, Artistic Program’s expenses
  • Works with senior staff to schedule, create agendas and set up for Senior Staff and All Staff meetings
  • Supports Public Programs department at LMCC on administrative duties and select projects
  • Assists in aspects of LMCC’s fundraising and individual donor cultivation efforts:
    • Schedules cultivation meetings
    • Provides staff participating in cultivation activities with necessary background information about the prospect ahead of any meetings or outreach
    • Maintains/inputs contact information for individuals into Salesforce database and Google Contacts
    • Shares invitations and information about upcoming events
    • Provides event management support for Board and Committee meetings and donor cultivation events
  • Assists in the day-to-day operations of the organization as needed
  • Other duties as assigned

Organization-Wide Duties and Responsibilities:

FINANCIAL AND DATA MANAGEMENT

  • Submits expense requests in a timely manner for approval, and ensures expense requests reach Finance Department in a reasonable time frame
  • Works to introduce innovative ways to reduce costs
  • Follows the company’s best practices policies and procedures manual and works with other departments to maintain data-integrity
  • Maintains administrative systems in relevant areas, including donor, vendor, partner and executive database records and files

HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT

  • Demonstrates a professional demeanor in all dealings with colleagues, peers, and senior staff
  • Works with others toward shared goals
    • Offers assistance and shares in departmental responsibilities
    • Keeps all interested parties informed of relevant or pertinent developments
  • Communicates effectively and efficiently with all staff concerning relevant matters
    • Provides emergent or important information to fellow staff in a clear and concise manner within a reasonable timeframe – either in writing or verbally
    • Addresses fellow staff questions and concerns promptly and accurately within a reasonable timeframe
  • Provides back-up support for organizational reception duties, including greeting visitors, answering mainline phone, and receiving and sorting mail/packages
  • Staffs and assists with organization of all LMCC events, especially VIP functions

Required Qualifications:

EDUCATION

  • Bachelor’s Degree required

EXPERIENCE

  • 1 year experience in administration or related fields, arts/cultural institution preferred

EQUIPMENT / COMPUTER SOFTWARE

  • Mac OS, Microsoft Office, Salesforce, Google Suite, Apple Software, Asana

SKILLS AND ABILITIES

  • Excellent organizational, written and verbal skills. Specific experience in correspondence and contact management. Ability to multi-task and stay focused, with keen attention to detail, particularly in contact management, correspondence, and scheduling duties. Ability to be graceful and diplomatic in maintaining various business relationships and confidential information. Strong writing, editing and proofreading skills. Familiarity with New York City arts and culture. French language skills, a plus.

Supervisory Responsibilities:

  • None

Working Conditions:

  • Maintains standard office hours. Attends evening, weekend, and early morning meetings and evening functions as required.