Executive Assistant Job at Irish Arts Center in New York

Overview

Irish Arts Center is seeking a full time Executive Assistant to the Director (EA). This position supports the Executive Director (ED) across executive leadership, strategic planning, fundraising, artistic programming, and operational management. The EA assists with the ED schedule, record keeping, expense reporting, office management, HR administrative support, and general administrative duties. The EA acts as a liaison with staff, artists, board members, institutional and government partners, consultants, and donors, and must be professional, discreet, highly organized, and capable of balancing multiple priorities.

Responsibilities/Essential Functions

Task and information management

• Comprehensive organizing of outstanding tasks and action items, mindful of key deadlines.
• Track high-level progress of all projects managed by the ED.
• Granular to-do tracking, such as call lists, written communications, and other basic tasks.
• Handle sensitive and confidential information with appropriate discretion and professionalism.

Schedule management and meeting preparation/support

• Field requests for meetings from internal colleagues and external parties.
• Organize meeting times, find venues/book meeting space, and make calendar invitations and Zoom links.
• Confirm meeting attendance, preparations, and follow-up, if required.
• Organize travel itineraries when required.
• Provide hospitality for in-person and Board of Directors meetings (snacks and refreshments).

Executive/Strategic support

• Document the ED’s interactions with key stakeholders in Tessitura (CRM).
• Provide support to the Executive and Special Projects Coordinator.
• Liaise with staff and provide support to other colleagues/departments, as needed.
• Research key programmatic, strategic, and business initiatives.
• Monitor the ED’s inbox and voicemail, track key items, and enact daily reminders.
• When requested, send emails on the ED’s behalf.
• Support ED at opening night receptions and fundraising events.

Note-taking and Document Management

• Take notes and track actions during meetings and calls.
• Create and/or support the preparation of materials using PowerPoint, Excel, and Word.
• Submit/process expense forms and invoices and other basic accounting documentation for Business & Executive projects.
• Assist with document/contract execution, file organization, and format conversion.

Human Resources Management

• Provide general administrative support to the HR team, including data and file management.
• Support Administrative Manager with hiring processes, including posting jobs, collecting applications, and tracking progress.

General Office Management

• Process and distribute incoming physical mail.
• Other general office management tasks as needed.
• Plan and coordinate staff events, including scheduling, hospitality, and vendor coordination.

Core Competencies and Skills

Passion for the mission of Irish Arts Center is essential. The ideal candidate will be highly organized, self-motivated, a team player, and able to focus amid competing priorities while helping create a positive work environment. Some administrative experience is welcome but not required.

• Well-developed interpersonal skills, with excellent oral/written communication skills
• Keen attention to detail and ability to anticipate needs
• Good judgment and problem-solving abilities
• Strong work ethic and ability to work both independently and collaboratively
• Exemplary organizational skills with proficiency in multitasking
• Experience with Microsoft Office and demonstrated technical literacy

Irish Arts Center is committed to representing diverse identities in our artistic programming and in our administrative team. Irish Arts Center is an equal opportunity employer and will consider all applicants without unlawful discrimination based on race, creed, color, sex (including gender expression), national origin, sexual orientation, military status, age, disability, or any other characteristic protected by law.

Work/Eligibility and Location

• This is an in-person position. Remote work may be possible under certain circumstances, but attendance in the office five days a week is the general expectation.
• Applicants should be willing to work evenings/weekends as required for special events.
• This job requires US work authorization. Hires must complete employment eligibility verification upon hire.

Compensation

The salary range for the Executive Assistant is $55,000 to $57,000 and includes a full benefits package (four weeks paid vacation, health insurance plan with 100% employer-paid premiums, 403b retirement plan, and commuter benefits).

How to Apply

Submit a resume and cover letter using this link: https://irishartscenter.applytojob.com/apply/6B0b8varXV/Executive-Assistant?source=LILI

Deadline for applications is Tuesday, October 7.

This job description may be updated and does not cover all duties and responsibilities. Duties may change or new ones may be assigned.