The Administrative Assistant manages and coordinates work, activities, and projects in support of ArtTable's office, executive, governance, and communication functions. Under the supervision of the Executive Director, duties include coordinating projects and ongoing work, managing the Executive Director's calendar and correspondence, drafting official business and corporate documents, processing incoming receipts and bills, administering office policies and procedures, supporting Board and Committee meetings, overseeing office management, and maintaining day-to-day institutional files.The Administrative Assistant works closely with every member of the ArtTable team: the Executive Director, the Administrative and External Affairs Manager, the National Programs Manager, and the Membership and Impact Initiatives Manager. This cross-team exposure is designed to give the Administrative Assistant a well-rounded view of nonprofit operations and a clear path for growth. After one year, the Administrative Assistant will have the opportunity to be considered for an Associate-level position in Development, Programs, Communications, Membership, or Impact Initiatives.SupervisionReports to: Executive DirectorWorks with: Administrative and External Affairs Manager, National Programs Manager, and Membership and Impact Initiatives ManagerType of Role: Hybrid, Full-Time: In-office Tuesdays and Wednesdays each week. Candidate must reside in commuting distance of New York City.Essential Job FunctionsOFFICE & ADMINISTRATIVE SUPPORT (35% ~ 14 hours a week)Coordinate and provide administrative support on projects and initiatives, including developing and implementing plans, coordinating efforts, maintaining systems, tracking progress, preparing reports, facilitating communication, and following up on action items.Coordinate and attend weekly staff meetings; take detailed notes and assign and track follow-up items as appropriate.Maintain and track the annual and monthly schedule for office and administrative activities; coordinate as directed by the Executive Director and ensure timely completion.Maintain an FAQ of office and administrative procedures and share with staff.Manage mail sorting, logging, and delivering.Manage office supplies and budget; track inventory in supply cabinets and reorder supplies as needed and approved by the Executive Director.Manage office equipment and hardware (copiers, printers, computers, etc.); track inventory and status and coordinate necessary maintenance, repairs, acquisition, and disposal. Software and technology vendors are managed by the Administrative and External Affairs Manager.Process incoming receipts and bills (payables) into the bookkeeping application for ArtsPool.Enter and update member, donor, and contact records in Neon CRM, following the data standards set by the Administrative and External Affairs Manager.Arrange for shipping as needed (correspondence, sales, Annual Benefit, etc.).Maintain day-to-day hard copy and digital files following the shared Drive structure, and support the Administrative and External Affairs Manager with filing, scanning, and cataloging for the archives as needed.All other office and administrative support duties as assigned.EXECUTIVE ADMINISTRATION (30% ~ 12 hours a week)Perform high-level administrative duties for the Executive Director, often dealing with highly sensitive and confidential matters with diplomacy, tact, and discretion.Manage the Executive Director's calendar, travel plans, and external correspondence.Prepare meeting materials for the Executive Director, such as background research, presentations, project and information packets, and multimedia content.Create and maintain a filing system for the Executive Director's general files.Photocopy, scan, distribute, and/or shred sensitive documents.Coordinate and assist with major director-led projects as assigned.All other executive administration duties as assigned.GOVERNANCE SUPPORT (20% ~ 8 hours a week)Coordinate ArtTable's Board and Committee meetings, including scheduling, logistics, and quorum, under the supervision of the Executive Director.In conjunction with the Executive Director and Board and Committee leadership, manage all meeting documents and logistics for Board and selected Committee meetings.As directed, prepare official Board documents and communications, including notices, agendas, board packets, and minutes. Attend Board meetings to record minutes and track follow-up items.Coordinate amendments and corrections to governing documents under the supervision of the Executive Director. Annual compliance and corporate filings are managed by the Administrative and External Affairs Manager.Manage the organization's legal corporate records, including Board minutes, Board and Member actions, governing documents, and amendments and corrections.All other governance duties as assigned.COMMUNICATIONS SUPPORT (15% ~ 6 hours a week)Assist with website updates as directed by the Executive Director.Assist with communications, including program reminders, newsletters, member outreach, and social media.Proofreading, copy editing, and quality assurance work on communications and publications as needed.All other communications duties as assigned.ANNUAL BENEFIT & SIGNATURE EVENTSAll staff participate in the Annual Benefit (January - April) and other signature events. Specific responsibilities are assigned by the Executive Director each year.Professional Development & Career PathwayThe Administrative Assistant role is designed as a first step in a career at ArtTable. During the first year,the Administrative Assistant will:Work directly with each member of the ArtTable team, including the Executive Director, the Administrative and External Affairs Manager, the National Programs Manager, and the Membership and Impact Initiatives Manager, gaining hands-on experience across the organization.Take part in projects in Development, Programs, Communications, Membership, and Impact Initiatives as assigned, to build skills and identify areas of interest.Meet quarterly with the Executive Director to review progress, discuss professional goals, and identify areas of growth.At the end of one year, the Administrative Assistant will have a performance review with the Executive Director. Based on that review and the organization's needs and budget, the Administrative Assistant will have the opportunity to move into an Associate-level position in Development, Programs, Communications, Membership, or Impact Initiatives. The responsibilities and compensation for the Associate position will be set at that time.Knowledge, Skills, and AbilitiesA bachelor's degree, or an associate's degree with two years of relevant prior work experience in administrative roles, is required.Strong oral and written communication skills to obtain and accurately and grammatically convey information.Visual communication skills sufficient to produce compelling and aesthetically impactful presentations, diagrams, and communications materials.Exceptional attention to detail and an equal aptitude for data accuracy and integrity.Ability to work independently as well as collaboratively with staff, Board members, and occasionally volunteers.Ability to work in a dynamic, flexible environment in a very planned, organized, and strategic manner.Demonstrated ability to work with and master CRM information and software systems. Experience with Neon CRM is a plus.Strong proficiency with Mac operating systems and Google Workspace, Sheets, and Docs.Proficiency in Canva, Asana, Illustrator, Photoshop, InDesign, or similar design programs is preferred.Experience with WordPress for website updates and content management is preferred.Knowledge of the visual arts and a strong interest in building a career in an arts nonprofit environment are preferred.Ability to maintain a work environment consistent with the handling of confidential departmental, donor, and employee information.Ability to work occasional holidays, weekends, and evenings as well as off-site as needed, particularly during benefit season.
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