Artolution is hiring: Administrative Assistant in New York

Administrative Assistant - Job Description

Organization: Artolution

Location: Remote (with some in-person tasks) - preferably in or near New York City

Reports To: Chief Creative Officer

Contract type: Independent contract, $25/ hour for Part-time work - estimated 20 hours/ week

To apply: Please review the information below and submit your CV and cover letter to applications@artolution.org

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the Chief Creative Officer and occasionally a small executive team, all managing a global and national portfolio of arts and humanitarian projects. This role requires someone with strong communication skills, autonomy, and a talent for juggling many moving parts with grace and reliability.

The position will involve handling a wide variety of administrative, logistical, and coordination tasks—both independently and in close collaboration with partners, donors, and project teams across the world.

This is an excellent opportunity for a dedicated professional eager to learn, grow, and make a meaningful impact in a dynamic, mission-driven environment.

Key Responsibilities

Administrative & Operational Support

• Coordinate insurance needs for active and upcoming projects
• Book flights, accommodations, and manage travel logistics
• Oversee procurement and shipping of materials for projects and exhibitions
• Submit invoices and track payment status in coordination with finance
• Complete institutional payment paperwork to ensure timely compensation
• Some on-the-ground logistical support of community art projects, exhibitions and events in NYC.

Partner & Donor Engagement

• Liaise with partners to understand exhibition requirements and project timelines
• Support ongoing stewardship of past partners and follow-up during/after missions
• Coordinate corporate engagement and related project tracking
• Respond to legitimate inquiries from info email inbox
• Organize check deposits and maintain donor thank-you systems

Project & Meeting Coordination

• Assist in scheduling projects and meetings in coordination with partners
• Set up international and in-country meetings and maintain executive calendars
• Calendarize all programming milestones and deadlines
• Coordinate and track contract negotiations with partners and adjust project timelines accordingly
• Track the stage and status of programming across locations

Creative Assets & Documentation

• Sort and share relevant project photos
• Support approvals for the display (temporary/permanent) of artworks

Required Skills & Profile

• Strong organizational and multitasking abilities
• Detail-oriented with a proactive, solutions-oriented mindset
• Excellent written and verbal communication skills
• Ability to work independently and manage priorities effectively
• Discretion and maturity in handling confidential and sensitive matters
• Basic understanding of project cycles, nonprofit or creative sector work
• Tech-savvy (Google Workspace, Excel, digital calendars, etc.)
• Bachelor’s degree or equivalent experience

Preferred

• NYC-based
• Experience in project management, event management, arts, nonprofit, or humanitarian environments
• Working knowledge of institutional systems (e.g., finance portals, CRM, scheduling tools)

Aligning with Our Mission

At Artolution, we believe in the power of creativity, collaboration, and community impact. Our mission is to strengthen communities through art, empowering individuals affected by conflict and displacement. We seek candidates who are passionate about using art for social change, value teamwork, and are committed to fostering inclusive and sustainable initiatives. Ideal candidates will resonate with Artolution’s values of creativity, empowerment, and social inclusion.

To apply please send your CV and cover letter to applications@artolution.org ; CVs without cover letter will not be considered.