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Executive Assistant - Free Arts NYC

Sunday, December 31, 2023

New York City, New York, United States

About the Position:

The Executive Assistant role is an opportunity for an enthusiastic, early-career individual who is interested in exploring potential paths through an arts non-profit organization. The Executive Assistant will report to and work closely with the Founder/Executive Director and have a unique learning opportunity to be involved with all aspects of Free Arts NYC. The person in this role will get to build skills and connections for a career in the non-profit or art world.

The position will support the Executive Director (ED) in working with and engaging internal and external stakeholders, including staff, businesses, board members, artists and donors. This is a facilitative and administrative role that requires a combination of

focus and flexibility from an individual with highly effective written and oral communication skills. Strong candidates for this role will be resourceful, comfortable beginning projects independently without too much supervision, have strong emotional intelligence and self-motivation.

Responsibilities Include:

-Administrative and Operations
-Attend select internal and external meetings with ED each week (take notes and recap each meeting, create and manage follow up items)
-Track the ED’s communication and donor information through Salesforce
-Serve as a liaison with staff for follow through on needs for ED (track and obtain monthly reports from team members)
-Collect and organize ED’s receipts and invoices for reconciliation
-Submit requests to finance for accounts payables and receivable as needed
-Manage annual renewals for all accreditations (Pledgeling, Benevity, Cybergrants, YourCause, ABLC, Guidestar, BBB, etc.)
-Development and Communications
-Draft communication on behalf of ED
-Create, manage and send gift acknowledgement letters
-Monitor and respond to the general inquiry inbox and the Liz.Hopfan inbox
-Monitor notable and relevant upcoming art happenings, events, initiatives in NYC
-Manage birthdays and other notable live events of staff and key stakeholders
-Conduct research on sponsors, partnerships and opportunities for advertisement and PR
-Assist with management of individual donors and year end giving plan
-Prepare documents for board, donor and other meetings as needed
-Assist in the execution of fundraising events including the New York City Marathons and Annual Art Auction


Free Arts NYC is an Equal Opportunity Employer, committed to seeking a diverse staff with respect to gender, age, race, ethnicity, national origin, class, educational background, religion, sexual orientation, and physical ability. All applicants are welcome. Professional proficiency in English is required and individuals who have working proficiency, or more, in Spanish are strongly encouraged to apply. Any proficiency in other or additional languages is most welcome.

Hybrid Work Environment: Currently Free Arts is operating with a hybrid of remote and in office work and in-office presence for this role is required 3 days/week. Proof of vaccination is required for employment.

Physical Demands: The day-to-day operations of this role require the use of a MacBook Pro, the ability to appear and participate in video conferences and can for now be completed from a satellite or home office. This role occasionally requires the employee to report to the office or an event location and sit, walk and stand as well as use hands repetitively to handle or operate standard office equipment and lift up to 50lbs.

This job description is not designed to cover or constrain a comprehensive listing of activities, duties or responsibilities that are required. When duties and responsibilities change and develop, generally the job description will be reviewed and subject to changes of business necessity.

Hours: Full-time, non-exempt. Occasional weekend and nights required(flex time offered accordingly)

Benefits: Vacation, Personal/Sick Days, Health Insurance, Professional Development

Salary: $45,000 - $50,000

Start Date: ASAP, resumes will be reviewed on a rolling basis.

-Successful candidates for this position will:
-Write clearly and quickly with excellent syntax, grammar and style
-Be able to multitask, shift gears quickly and still keep things organized
-Have a tremendous attention to detail, timeliness and deadlines
-Think ahead and anticipate needs
-Understand how to handle sensitive and confidential information with discretion
-Approach work with a strong equity lens and be dedicated to the principles of equity and inclusion

In addition, we prefer candidates to have:

-A bachelor’s degree
-1-3 years professional experience in arts administration, non profit or a related field
-Knowledge of NYC contemporary and emerging art scene
-Creative problem solving skills
-Proficiency in Google Suites
-Experience with Adobe Acrobat
-Familiarity with Salesforce, Mailchimp, Classy, GoDaddy and Wordpress

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