Full-Time Executive Assistant & Special Projects Coordinator
Westbeth seeks an Executive Assistant & Special Projects Coordinator with proven organizational, administrative, and communication skills to provide interdepartmental support to the organization’s first President and CEO. Responsibilities include overall daily administrative support and project management and execution across various departments of Westbeth, including a wide variety of time-sensitive, critical, and confidential tasks. The ideal candidate must exercise discretion and good judgement, possess exemplary communication skills both verbal and written, excel in multitasking, work independently with minimal supervision, and demonstrate creative problem solving and conflict resolution. The Executive Assistant & Special Projects Coordinator must have a strong attention to detail and be adaptive and able to anticipate the President and CEO’s needs and take initiative to plan accordingly, unprompted.
The Executive Assistant reports directly to the President and CEO, and works closely with the Corporation Board. The Executive Assistant will collaborate with all other staff across the organization as needed.
Keeps the President and CEO on schedule and informed of upcoming deadlines, appointments, and travel and independently follows up with reminders as needed. Manages day-to-day calendar including all appointments, scheduling and confirmations, and logistics planning and preparation for meetings. Creates briefing documents in preparation for introductory meetings or phone calls. Coordinates travel arrangements and itineraries.
Development & Administrative Support
Drafts correspondence on behalf of the President and CEO and manages contact lists, mailings, and phone calls. Welcomes guests and provides excellent and warm customer service. Demonstrates grace, professionalism, and discretion in all situations. Keeps a record of expenses for reimbursement and accounting and submits reimbursement requests. Develops and maintains the President and CEO’s digital and physical filing systems. Works together with Westbeth staff to address any organization-wide issues or concerns and assist with overall administrative effectiveness.
Corporation Board Liaison
Acts as main point of contact to the Corporation Board, including scheduling Board and committee meetings and arranging all logistics, preparing meeting spaces and technology needs. Assembles Board meeting materials, attends meetings, and records minutes. Manages and maintains all Corporation Board records and files.
Manages preparations, logistics and execution of special projects, including programming and events related to significant milestones such as Westbeth’s Fiftieth Anniversary as well as more administrative projects, such as data compilation and research. Works closely with any associated Special Projects committees to effectively bring their visions to life.
Bachelors Degree required; degree in fine arts, art history, or business management preferred
Minimum 3 years experience in an Executive Assistant, Personal Assistant, Office Management, or Development-related role
Curiosity and interest in the arts required; experience and knowledge of the arts preferred; interest in learning about affordable housing (for artists) essential
Must be able to work flexible hours, with a required five days per week as well as working additional hours as needed
Ability to work on multiple tasks simultaneously to completion and on deadline; must be able to manage time wisely and complete work in order of priority as determined independently with minimal supervision
Must be able to demonstrate good judgement and make informed decisions that maintain Westbeth’s brand, positive image, and public perception; ability to adapt to change, identify needs and problems, and take initiative to address once identified
Problem solving skills are required, including extensive experience in online research and ability to self-teach
Must demonstrate excellent reading and writing skills, including the ability to proofread and check grammar; must communicate ideas clearly and be able to adapt to different writing styles and understand writing tones; ideal candidate will also be able to read various styles of handwriting and cursive
Advanced proficiency in Microsoft Office Suite (including Word, Excel, and PowerPoint), Apple office products (Keynote, Preview), and Microsoft OneDrive or Google Drive and apps (Sheets, Calendar, Gmail) is required
Understanding of basic administrative equipment and technology setup is required, including the use of monitors and media players, projectors, and HDMI and other display cables and adapters, and ability to use both PC and Mac products
Experience in Adobe Creative Suite preferred, including Adobe Illustrator, InDesign, and Photoshop
Experience in Customer and Donor Relation Management software and databases preferred
Must be able to create and maintain a file organization system, both digitally and hard copies
This job description is a general description of essential job functions. It is not intended to describe all duties someone in this position may perform. All employees of Westbeth are expected to perform tasks as assigned by supervisory personnel, regardless of job title or routine job duties.
Conceived in 1967 by Jacob Kaplan (Founder of the JM Kaplan Fund) and Roger Stevens (then Chairman of the National Endowment for the Arts), and opened in 1970, Westbeth has been lauded as an international model of cultural development and enlightened adaptive reuse of an industrial site. Housed in the sprawling former Bell Laboratories complex, the organization was created to provide artists across multiple disciplines and their families with affordable housing and studio space, creating a creative community and artistic cultural hub. Occupying a square block in the historic West Village of Manhattan, Westbeth’s multi-building complex has been a vital artists’ oasis within a rapidly changing city, and has been home to a number of influential artists including Hans Haacke, Jem Cohen, Barbara Hammer, Diane Arbus, Robert Beauchamp, Paul Benjamin, Karl Bissinger, Barnaby Ruhe, Black-Eyed Susan, Joseph Chaikin, David Del Tredici, Robert De Niro Sr., Vin Diesel, Barbara Rosenthal, and Rachel Williams. With the hiring of its first President and CEO, Westbeth looks towards its next phase of institutional growth as it continues to contribute to New York City’s flourishing cultural community and more deeply engages with artists and the public.
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