Assistant to the Executive Director

Background

A commitment to the values of equity and access prompted the creation of Studio in a School in 1977 when drastic budget cuts virtually eliminated arts education in New York City’s public schools. Since then, Studio has served more than one million students, many in the City’s highest-need neighborhoods through partnerships with nearly 1,000 public schools, community-based organizations, and cultural institutions. Studio continues to provide sequential visual arts education with standards-based curricula in diverse artistic media. Studio offers rigorous professional development for educators; nurtures hands-on arts engagement for families; and exhibits student art in schools and sites citywide.

Overview

Studio NYC seeks an enthusiastic, independent, confidential and dynamic professional to oversee the office of the Executive Director (ED)/President of Studio NYC and serve as liaison to Studio’s accomplished Board of Directors. The successful candidate brings creative and critical thinking, embraces working independently, but is also eager to work as part of a team. The role requires oversight of projects large and small and serving as an effective communicator and collaborator with all levels of staff, members of the Board, donors and other stakeholders. Individual must have the judgement and experience to make administrative decisions quickly and keep processes moving in a dynamic, fast-paced environment. Candidates must be exceptionally organized and detail oriented, and possess demonstrated high energy and impeccable integrity.

Specifically

Assistant will provide executive support to the ED/President, including:

  • Manage day-to-day activities, managing the calendar and logistics, tracking deadlines and important events.
    • Provide general support to the ED/President maintaining to do lists and other work in progress, helping to ensure that s/he is able to perform their work in a timely way.
    • Act as main point of contact to various internal and external constituencies, including prioritizing correspondence and telephone calls; keeping the ED/President informed.
    • Assist in preparing for meetings and appointments with donors, Board Members, staff and external constituents, developing, collecting, organizing information and supporting materials from colleagues and researching other sources.
    • Organize executive meetings, staff meetings and events; coordinate and communicate logistics for president and/or participants; arrange for or provide catering; prepare agenda drafts and distribute agenda and supporting materials to attendees. Handle logistics including travel or venue details as needed.
    • Draft and edit correspondence, communications, presentations, and other documents on behalf of the ED/President.
    • Act as a liaison to ensure smooth communications between the ED and a broad range of constituents including board members, funders, partner organizations, and staff
    • Safeguard the integrity of confidential information and conversations.
  • Serve as a member of the administrative team, pitching in as needed to all of the Studio activities. Provide support to Director of Finance and Operations when possible. Provide support to Director of Development when possible.
    • Complete monthly expense reconciliation for corporate credit cards with Studio Vice Chair.
    • Provide back up to Office Associate ensuring that the facility is safe and comfortable and well maintained.
    • Oversee staff meetings and staff social events, helping to provide a warm and gracious environment for employees.
    • Oversee incoming and outgoing mail, including tracking and processing incoming checks.
    • Oversee office phones including answering live when feasible.
    • Attend Studio events helping to staff when necessary.
  • Support Human Resources activities at Studio
    • Serve as a resource for employees, coordinating hiring processes and being a liaison between employees and Finance answering questions about payroll and benefits as needed.
    • Oversee requirements for compliance with Studio policy and compliance with regulatory requirements including labor law and State and Federal regulations concerning workplace laws
    • Oversee position posting for vacancies
    • Oversee pre-employment processes including posting vacant positions, background checks
    • Coordinate benefits enrollment and orientation sessions
    • Organize staff events including social and professional activities
  • Serve as staff to the Studio Board of Directors
    • Organize annual Board calendar including full Board and Executive Committee sessions and all committee meetings, serving as liaison to committee chairs, Board chair and vice chairs and founder, to assure full participation in the meetings.
    • Attend full Board meetings, overseeing logistics for participants and recording/transcribing minutes.
    • Track committee membership and keep board lists up to date. Correspond regularly with entire Board and work with individual committee chairs as needed to ensure smooth flow of meetings.
    • Oversee development of Board packages for full Board and Executive Committee meetings. Assist Finance or others in assembling packages for other committees when feasible.
    • Arrange acknowledgement gifts for board members or donors or staff as needed.
    • Complete other relevant duties as needed.

Characteristics

  • Commitment to maintaining a high degree of confidentiality and discretion in regards to all matters and
  • Creative critical thinker exemplifying effective problem solving, able to work independently, and tackle projects large and small.
  • Exhibit independent and sound decision making with complex and non-routine matters.
  • Prioritize among competing demands and exercise good judgment and common sense in managing unexpected and challenging situations.
  • Demonstrated ability to work effectively with a broad range of senior executive-level individuals.
  • Collaborative team player able to create, contribute to, and thrive in a fast paced, and demanding work environment
  • Attentive to detail, meticulous and thorough

Qualifications

  • Bachelor’s degree required with a minimum of five (5) years of experience handling administrative work with complex subject matters
  • Demonstrated excellence in written and oral communications skills
  • Possess tact, integrity and exceptional judgment
  • Ability to adjust workload as needed, highly organized
  • Advanced MS Office skills including Excel and PowerPoint
  • Experience working in the visual arts or interest in the arts strongly preferred.

To Apply

To apply Email resume and cover letter to jobs@studioinaschool.org by November 8, 2019. Write “Assistant to the Executive Director” in the subject line. No phone calls please.

Studio in a School is an equal opportunity employer. Studio seeks to hire staff members who reflect the diversity of the communities it serves. All positions at Studio in a School are filled without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, disability, employment status, HIV/AIDS status, veteran status or any other characteristic protected by law. All are encouraged to apply.