Position/Title: Executive Assistant
Reports to: Executive Director
Deadline: Immediate Hire
Salary: High 30’s to low 40’s plus benefits

The New York Foundation for the Arts (NYFA) is a nonprofit arts service provider, whose mission is to empower artists at critical stages in their creative lives. Through its grants, fiscal sponsorship, information services, and programs, NYFA works with artists and arts organizations throughout New York State and other parts of the country to develop, assist, and highlight artists to the public.

POSITION OBJECTIVE:
The Executive Assistant serves as Assistant to the Executive Director. This position is also responsible for coordinating several Human Resources activities and office operations and applicants are expected to have interest/experience in that area.

KEY RESPONSIBILITIES:
• Serve as Assistant to the Executive Director: coordinate correspondence, scheduling, travel, meetings, answer phones and take messages, online research and purchases, tracking of and payment for invoices and bills, facilitate presentations.
• Serve as primary administrative liaison to Board of Directors and Board Committees; attend meetings of the above groups (sometimes in the evenings); take and maintain record of minutes for meetings of these groups.
• Maintain records of many key documents related to the Board of Trustees and NYFA’s governance and operations.
• Supervise and fill in for receptionist including answering the phone, updating staff lists, ordering office and kitchen supplies, coordinating outgoing shipments, logging and posting mail and maintaining conference room schedule.
• Supervise Business Events Coordinator position: track and approve of hours worked, facilitate communication between this position and NYFA staff as well as outside organizations, occasionally fill in for this position.
• Main point of contact for issues pertaining to Operations, work closely with Voice/Data and IT vendors.
• Book air travel for NYFA and monitor account.
• Other projects as needed.

HUMAN RESOURCES RESPONSIBILITIES:
• Staffing: conduct new hire/ intern/ volunteer orientations and compile orientation materials, work with supervisors to assign work stations, coordinate with vendors to provide phone and computer access. Conduct and evaluate exit interviews.
• Research and negotiate contracts with insurance brokers for Health, Liability and Fine Art coverage. Educate and enroll staff in coverage and file claims when necessary. Work closely with brokers to stay updated on changes in policy.
• Coordinate Internship Program: monitor reimbursement requests, work with supervisors to determine scheduling and available work stations, evaluate goals of internships, and arrange credit with universities when applicable.
• Review and update employee handbook as necessary, communicate changes in policy to staff.
• Work with staff on professional development needs.
• Record professional development reviews for all staff.
• Record and track employee time, including vacation, sick and personal time.
• Maintain employee and organizational files, updating the NYFA website when appropriate.

QUALIFICATIONS:
• Bachelor’s Degree; at least 2 years administrative office experience, preferably in non-profit sector.
• Interest/Experience in the arts.
• Excellent communication skills, diplomacy in dealing with high-level professionals including donors and Board members.
• Exceptional organizational abilities and independent initiative.
• Ability to prioritize multi tasks and work accurately under deadlines and the pressure of a fast-paced work environment.
• Ability to maintain strict confidentiality concerning board and staff issues; HR experience a plus.
• Computer Skills: Proficiency in Windows environment, online research, PowerPoint, Word, Excel, Access and Outlook a must.

Please submit a resume and cover letter to hr@nyfa.org with “Executive Assistant” in the subject line. No phone calls please. Only candidates selected for an interview will be contacted.

The New York Foundation for the Arts (NYFA) is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to sex, race, color, religion, national origin, age, disability, sexual orientation or veteran status. M/F/D/V NYFA’s offices are accessible.