Executive Assistant at the New York Foundation for the Arts (NYFA) – Museum Studies

Job Title: Executive Assistant

Job Status: Full-time

Location: New York, NY

Salary: $57,000

MISSION and VISION

The New York Foundation for the Arts’ (NYFA) mission is to empower cultural workers, arts organizations, and, in particular, artists in all disciplines of the visual, performance, media, and literary arts at critical stages in their creative lives. NYFA’s vision is to help artists to sustain themselves economically through a lens of equity, diversity, inclusion, and disabilities.

CORE VALUES

NYFA’s leadership is team based. Staff directors work with their colleagues both horizontally and vertically in an open, collaborative, and collective culture. Ideas in the organization for any department can come from any level and encouragement is given to such interactions, shared understandings, and transparency. In this light, the Executive Assistant will work with staff directors, under the CEO’s directions, to coordinate conversations between the CEO and staff directors relating to operations, programming, fundraising, and administration. NYFA values colleagues who are proactive, eager to co-create and brainstorm ideas, and who offer solutions to challenges, with a willingness to navigate complex situations with diplomacy, patience, and good humor.

NYFA recognizes the historic and systemic marginalization of people by race, ethnicity, immigration status, religion, age, geography, ability, sexual orientation, and/or gender and gender-identity. NYFA is committed to providing the necessary resources to empower artists, cultural workers, and community-specific arts organizations to define and achieve success on their own terms. NYFA will continuously work to identify, acknowledge, understand, and dismantle both its own institutional structures of oppression and those of the larger world. NYFA continually strengthens its partnerships locally, nationally, and internationally, believing that only through collective action and collaboration can NYFA revise its practices to uphold the values of equity, diversity, inclusion, and disability access and support.

THE ORGANIZATION

NYFA was established in 1971 as an independent nonprofit service organization to serve individual artists throughout New York State. Since then, NYFA has extended its comprehensive programs and services throughout the United States and the international community. NYFA’s programs and resources are far-reaching and are rooted in a wealth of support, including funding opportunities, fiscal sponsorship, online information resources, and entrepreneurial-based direct service programs. Each year, NYFA awards over $5 million in cash grants to individual artists in all disciplines throughout the United States and its territories. NYFA’s Fiscal Sponsorship program, one of the oldest and most reputable in the country, helps national artists and arts organizations raise and manage an average of $3 to $4 million annually. NYFA’s Learning programs, including its Entrepreneur Training, Incubator for Executive Leaders of Color, and Immigrant Artist Mentoring Programs, provide thousands of artists with professional development training and support. NYFA’s website, NYFA.org, is used by more than 1 million people and features more than 20,000 opportunities and resources available to artists in all disciplines.

NYFA is at a pivotal moment in its evolution. It has been increasingly expanding its programs beyond New York City and State to serve artists nationally and, in targeted areas, internationally. It also provides some programming in languages other than English to serve a broader community of artists in need. In addition to providing in-person services, NYFA continually uses technology to expand its reach and the quality of its programming. Organizational development goals include securing funding to enlarge grants and awards, hiring additional staff, increasing resources for professional development programs, expanding technology, increasing diverse representation among donors by type and geography, and establishing short- and long-term strategies for individual giving and corporate partnerships.

THE OPPORTUNITY

Reporting to and supporting the Chief Executive Officer, the Executive Assistant will be responsible for managing the CEO’s scheduling and travel, producing clear and organized minutes, organizing and executing Board and committee meetings, leading staff meetings, organizing staff events, supporting scheduling at the manager level, and other miscellaneous tasks as requested by the CEO. A strong candidate is detail oriented, a skilled communicator, and able to connect multiple edges of the organization.

NYFA is looking to hire someone before or by April 1, 2024.

RESPONSIBILITIES:

Manage CEO’s calendar. Schedule meetings as requested with all necessary parties, send reminders for meetings. Confirm in person or virtual location as required.
Schedule all Board committee meetings, create and distribute zoom links or location information
Schedule and attend board meetings, manage attendance and produce minutes. Organize refreshments for in person meetings. Coordinate artist presentations as required. Ensure materials distribution.
Attend Board committee meetings (excluding executive, nominating, and benefit), record meetings in order to draft minutes, ensure attendance reaches quorum
Draft all meeting minutes, submit to CEO for approval, and file in appropriate folders for inclusion in board packets
Create monthly credit card expense reports and quarterly reports
Manage CEO’s travel, including booking flights, trains, hotels, rental cars etc.
Update all relevant materials and website when members join or leave the Board
Maintain updated versions of relevant documents.
Track staff directors PTO
Create monthly Board Newsletter
Schedule any necessary board orientation meetings, create/update/distribute board orientation packet to new board members
Facilitate the signing of documents for the CEO
Schedule, attend, and facilitate staff meetings as needed. Create staff meeting minutes. Organize and execute bi-monthly staff in-person gatherings.
Providing administrative assistance, such as writing and editing e-mails, drafting and preparing communications on the CEO’s behalf
Assist in any other way the CEO may direct as required by his responsibilities.
Perform special projects as necessary

QUALIFICATIONS

· Outgoing, enthusiastic, personable, and highly diplomatic; able to work with people of all temperaments.

Knowledge of Google Suite, Zoom, and ability to learn and utilize other online tools
Excellent verbal and written communication skill
Highly organized: able to adapt and execute tasks calmly and efficiently
2 years relevant experience working in an assistant or administrative capacity preferred
Experience working with Artists and Arts Organization in a not for profit environment is a plus.

NYFA OPERATIONAL GUIDE

NYFA is currently operating a hybrid working environment: Tuesday through Thursday in the office (9:30 AM – 5:30 PM); Monday and Friday remotely. Staff also have the option to work in the office all week and NYFA can offer flexi-time hours. An altered schedule may be required if NYFA, as an organization, changes its policy. Currently, proof of vaccination is required for staff and visitors. NYFA’s offices are accessible. Benefits Include: Up to 80% Subsidized Health Insurance, Paid Annual Time, Sick Days, and Personal Days, Paid Holidays, Available Pre-Tax Transit and FSA plans, and Eligibility for a 403b Retirement plan.

COMPENSATION

The position pays $57,000(non-negotiable). The New York Foundation for the Arts is an Equal Opportunity Employer with a commitment to supporting a more equitable arts sector. Our values of equity, diversity, and inclusion are critical to our mission to serve all artists, and NYFA recognizes that diversity in our workforce fosters excellence in our mission. Individuals of diverse backgrounds are strongly encouraged to apply. NYFA’s offices are accessible.

Please send resumes along with a cover letter to hr@nyfa.org with “Executive Assistant Position” in the subject line. No phone calls please. Only candidates selected for an interview will be contacted. The New York Foundation for the Arts (NYFA) is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to sex, race, color, religion, national origin, age, disability, sexual orientation or veteran status.

HOW TO APPLY

This job was sourced via NYFA