Administrative Associate

Position Summary

The Administrative Associate (“AA”) is an administrative and operations role that is critical to the running of our NYC based office. The Administrative Assistant is responsible for providing administrative support to the executive leadership team and well as overseeing the day-to-day functioning of the office. The AA reports to the Deputy Director of Finance and Admin (DDFA). The role is required to be in office a minimum of three days a week. This is a full-time position with comprehensive benefits.

Key Responsibilities Will Include

Executive Leadership and Board Support

Provide administrative support to the Executive Leadership and Board of Directors, inclusive but not limited to:

Executive leadership support:

• Assist with scheduling and logistics around all arrangements for ED and Board travel, dinners, and other gatherings
• Support the ED in scheduling and organizing of monthly All Staff meetings, staff lunches and other related all team gatherings
• Assist in the preparation of regularly scheduled reports for executive leadership as needed
• Support the executive leadership and organization by planning execution workflows for events and special projects

Board support:

• Coordinate all board and committee meetings; prepare meeting agendas and materials
• Attend board and committee meetings and take accurate committee notes or minutes as requested
• Ensure board’s annual administrative paperwork and agreements are up to date and current
• Maintain the board hub in coordination with the Design & Media Manager

Office and Staff Support

Provide administrative support to the organization, and staff inclusive but not limited to:

• Update and/or develop administrative systems to make them more efficient
• Organize monthly all-staff meetings inclusive of compiling the agenda with Executive Leadership and taking notes to be shared on staff hub
• Ensure the Foundation-wide calendar is up to date for all holidays, summer Fridays, all-staff and board meetings
• Similarly maintain the staff hub
• Coordinate logistics of social gatherings and community events with staff, senior team, and board
• Receive guests and visitors as the first point of contact at the front desk in the office space
• Collect and route mail, packages and messages that are sent to the Foundation office.
• Responsible for answering primary phone line and monitoring general information email account and forwarding to the appropriate departments
• Maintain common office spaces to ensure orderly appearance and proper function of those spaces; report any site needs to the Director of IT & Facilities
• Provide administrative support to the Legacy, JMCR, and Artist Programs teams specific projects. For example, working the Artist Programs team on the annual artist convening, inclusive of organizing travel and hotels for all artists and catering for gatherings

Qualifications, Knowledge, Skill Required

• Three to five years’ experience as an administrative assistant; Bachelor’s degree or equivalent relevant experience
• Facility with using Mac OS, Windows, and Google Workspace; proficiency with Microsoft Office 365, Acrobat; general ease with adopting new technology
• Comfort working on multi-faceted projects
• Excellent oral and written communication skills
• Ability to work with discretion and handle confidential materials and information
• Excellent organizational skills
• Ability to troubleshoot, work proactively and be solution driven
• Passion for the Foundation’s mission and values

Covid protocols will be shared with candidates during the interview process.

Accommodations

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

How to Apply

All applications should submit resume and a separate cover letter inclusive of salary requirements to [email protected] with the position title in the subject.

About Joan Mitchell Foundation

The Joan Mitchell Foundation cultivates the study and appreciation of artist Joan Mitchell’s life and work, while fulfilling her wish to provide resources and opportunities for visual artists. Through its work, the Foundation affirms and amplifies artists’ essential contributions to society.

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