EXECUTIVE ASSISTANT
 
Creative Time, New York City’s veteran and vanguard public arts presenter, seeks an Executive Assistant to work collaboratively, provide administrative support for the organization, and work closely with the Executive Director. This position is responsible for ensuring the efficiency and coordination of day-to-day internal operations. The ideal candidate is self-motivated and organized with an ability to multitask and prioritize while maintaining attention to detail. The Executive Assistant should also be capable of creating and meeting deadlines with minimal supervision and have strong interpersonal skills, with the ability to manage fast-paced communication both verbal and written. Equally, it is imperative that the person in this position exercises discretion. Past experience working with a board and/or donors is a plus.
 
The Executive Assistant reports to and assists the Executive Director (ED), managing their calendar, travel, and correspondence. In addition, they work closely with the Deputy Director and support the entire office. Primary responsibilities include managing the organization’s calendar(s), organizing staff meetings and retreats, and serving as the organization’s primary contact for general inquiries.
 
Responsibilities include, but are not limited to:
– Maintain the organization’s master calendar and ED’s meeting calendar
– Schedule, coordinate, and oversee meeting agendas and note taking at various staff meetings
– Attend meetings with ED and handle actionable and follow-up items
– Support and maintain the ED’s email correspondence, manage select correspondence for the organization and the ED
– Manage interdepartmental communication: fielding inquiries to appropriate supervisor and managing weekly update system
– Support staff education and internship program by coordinating applications and reviews, field trips, seminars, etc. throughout the year
– Manage organization’s general information email
– Proofread various documents
– Make all travel arrangements for the ED (booking tickets, securing accommodation and preparing itineraries)
– Manage ED’s expense reports
– Research special projects as needed
– Liaise with the board, supporters, and artists
– Produce special events for staff and board as needed
 
REQUIREMENTS
– Highly organized and motivated team player with an interest in contemporary/public art;
– Strong writing, email, and time management skills;
– Commitment to accuracy and detail;
– Comfort with juggling multiple projects and prioritizing workload;
– Strong interpersonal skills, discreet, ability to exercise judgment with artists, board, and donors;
– Occasional long hours required, including late evenings and weekends during events and projects;
– Proficient in Microsoft Office
 
APPLICATION INSTRUCTIONS
Interested candidates should send their resume and cover letter as attachments to jobs@creativetime.org with the subject line “2019 Executive Assistant”. Incomplete applications or applications that do not follow these instructions will not be considered.
 
The deadline for applications is on Monday, July 15th, 2019, at 11:59pm EST.