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Executive Assistant - Free Arts NYC

Sunday, December 31, 2023

New York City, New York, United States

About Free Arts NYC:

Free Arts NYC empowers youth from underserved communities through art and mentoring programs to develop their creativity, confidence, and skills to succeed.

For 25 years, we have strived to level the playing field and create equity in the creative space by providing high-quality arts and 1:1 mentorship programs for the next generation. Every year, we partner with over 40 schools, community centers, and transitional housing facilities to provide free programming for 1,600 young people through 2 core programs. The team consists of 13 (FT and PT) and the 2 million dollar annual budget is raised through corporate engagement opportunities, foundation grants, individual giving campaigns, unique partnerships and an Annual Art Auction honoring major figures in the contemporary art world including: Futura, KAWS, Julia Chiang, Eddie Martinez, Sam Moyer, Lawrence Weiner among others.

The Teen Arts Program follows an in-depth, long term mentoring model for young people ages 13-21 who are interested in exploring the arts academically or professionally through three interdependent tracks. Opportunities include portfolio development, artist studio visits, skill building workshops, creative company visits and paid internships.

Free Arts Days pair 25-50 children ages 6-12, with a volunteer for an afternoon of art-making and mini mentoring.

Art Parties provide opportunities for teams and individuals to support the program through material preparation, individualized art kit packing and bag and game making initiatives.

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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