Executive Assistant

Powerhouse Arts•New York, NY

6h•$70,000 - $80,000•Onsite

About The Position

Powerhouse Arts (PHA) is a not-for-profit organization committed to creative expression. Located in a purpose-built facility in Brooklyn, PHA convenes an extended network of art and fabrication professionals and educators who co-create and share artistic practices vital to the well-being of artists and the communities to which they belong. PHA offers fabrication programs in ceramics, print, and public art; alongside membership studios in ceramics and at MGC Community Print Studio, textile workshop, The Alpha Workshops; and spaces for education, events, and public engagement. As the organization continues to grow and expand its impact, Powerhouse is seeking an Executive Assistant to provide executive, high-level administrative support to the President, and the Sr. Vice President. This role with provide support including calendar management for internal and external meetings, board and committee coordination and ad hoc support for events, and communications. The ideal candidate will be highly organized, detail-oriented, an excellent communicator, and will be enthusiastic about Powerhouse’s mission.

Requirements

Minimum of 5–8 years of administrative assistant experience, including 2+ years supporting senior executive leaders within a fast-paced nonprofit organization; an arts background is a plus.
Highly organized and detail-oriented
Proactive problem solver and communicator
Solid written and verbal communication skills; excellent proofreading skills
Significant experience writing and editing correspondence
Demonstrated initiative and flexibility working both independently and as a member of a team, an accountable self-starter
Flexible, creative, organized, thorough, and resourceful
Fluent in G Suite, Microsoft Office Suite, Mac, and Dropbox platforms
Comfortable using and/or learning communication and project management tools such as Asana, Zoom and Slack

Nice To Haves

Previous experience supporting senior executives and managing complex calendars is preferred, as well as the ability to work well under pressure in a busy and dynamic environment
an arts background is a plus

Responsibilities

Provide high-level administrative support to the President and Sr. Vice President with daily administrative duties.
Manage complex calendars, scheduling meetings, appointments, and complex and detailed travel arrangements and itineraries, while proactively identifying and addressing scheduling conflicts.
Participate in planning meetings with the President and liaise with other staff, gathering and sharing information on behalf of and with the President, taking notes, and tracking follow-up action items and staff assignments
Field all internal and external requests for meetings with the President and Vice President.
Coordinate board meetings, draft agendas, prepare presentations, and ensure the President and Vice President are prepared with relevant material and information in advance of meetings.
Maintain President’s contacts and update institutional databases; ensure regular upkeep of information, including data clean-up, address updates, and other data entry as necessary.
Assist with Executive and board projects, including preparing presentations for meetings, speaking engagements, and other meeting materials.
When needed and appropriate, facilitate sharing of materials between staff and other departments.
Handle administrative details independently, while exercising good judgment in keeping the President and team members adequately informed.
On special occasions order lunch for guests of the executive team, ensuring conference rooms are ready for guest with refreshments
Greets guests of the leadership team, escorting them to meeting locations
Gives tours of the workshops and event spaces to guests, as needed
Support exhibitions team with admin support, including preparing loan letters, maintaining exhibition checklists, and coordinating correspondence with artists and external partners.
Coordinate and manage business card orders, as needed
Manage special projects as assigned by the executive team
Act as main liaison for board members, facilitating organization of quarterly meeting scheduling, and communicating special board member details and needs to President and Development Director
Provide administrative and strategic support regarding Board matters; schedule and attend all Board Meetings, prepare minutes and agendas, note and track follow-up action items.
Maintain accurate and up-to-date records of board items and data; edit narratives explaining the scope of work of Board Resolutions.
Maintain discretion and confidentiality regarding all Board and Executive Committee Members.
Establish excellent working relationships with the Chairman and Members of the Board of Directors in verbal, written, and electronic correspondence