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$45,000 - $55,000 (Annual) Other Entry Level 4-Year Degree

Description

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, drafting official business and corporate documents, coordinating budgets, invoices, and expense reports, administering office policies and procedures, coordinating corporate and governance affairs, overseeing office management, and overseeing and managing institutional and departmental files and archives. The Administrative Assistant also supports the Director of External Affairs, National Programs Manager, and team in communications and additional projects, as needed.

Reports to: Executive Director

Type of Role:

• Part-time - July 7, 2025 - August 29, 2025 - Hybrid (in-office Wednesdays)

Essential Job Functions

OFFICE & 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 FAQ of office and administrative procedures and share with staff.
• Manage mail sorting, logging, and delivering.
• Manage office supplies/budget; track inventory in supply cabinets, reorder supplies as needed and approved.
• Manage office equipment (copiers, printers, computers, etc.); track inventory/status and coordinate necessary maintenance, repairs, acquisition, and disposal.
• Process receipts and invoices into a bookkeeping application.
• Maintain CRM with updates from staff and members.
• Arrange for shipping as needed (correspondence, sales, annual benefit, etc.).
• Organize all files and records, hard copy and digital.
• 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.
• Prepare meeting materials for the Executive Director, such as background research, presentations, project/information packets, and multimedia content.
• Create and maintain a complex 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 such as the ArtTable Annual Benefit.
• All other executive administration duties as assigned.

GOVERNANCE SUPPORT

20% ~ 8 hours a week

• Coordinate ArtTable’s corporate activities, including Board meetings, amendments and corrections to governing documents, and corporate filings, 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 selected Board Committee meetings.
• As directed, prepare official Board documents and communications, including notices, agendas, materials, and minutes.
• Manage the organization’s legal corporate records, including Board minutes, Board and Member actions, governing documents, and amendments/corrections.
• Manage Board list and corporate information (such as published Board lists, the organization’s corporate name, and DBA, DUNS, and CCR registrations) to ensure compliance with specific agreements and general legal requirements.
• In collaboration with the Executive Director, ensure that Board and Committee meetings are properly executed and have the required quorum, and provide logistical and administrative support as needed.
• All other governance duties as assigned.

COMMUNICATIONS SUPPORT

15% ~ 6 hours a week

• Assist with website updates as directed by the Executive Director and Director of External Affairs.
• Assist with communications, including program reminders, newsletters, member outreach & social media.
• Proofreading, copy editing, and quality assurance work on communications and publications as needed.
• All other communications duties as assigned.

Knowledge, Skills, and Abilities

• A 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 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 Doc.
• 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 is preferred and a strong interest in working in an arts nonprofit environment is preferred.
• Ability to maintain a work environment consistent with the handling of confidential departmental, donor, and employee information.
• Ability to regularly work holidays, weekends, and evenings as well as off-site as needed.

To apply for this position, please send a resume and cover letter as one PDF highlighting your specific qualifications about the description above to hr@arttable.org with the subject line “Administrative Assistant.”

*Candidate must reside in NYC and must confirm the part-time to full-time position schedule noted above.