Administrative Assistant

About the Role

The Administrative Assistant manages and coordinates work, activities, and projects in support of ArtTable’s office, executive, governance, and communication functions. This role is designed as a first step in a career at ArtTable, offering cross-team exposure to nonprofit operations and a clear path for growth.

Reports to: Executive Director

Works with: Administrative and External Affairs Manager, National Programs Manager, and Membership and Impact Initiatives Manager

Key Responsibilities

• Office & Administrative Support (35%)

• Coordinate and provide administrative support on projects and initiatives.

• Coordinate and attend weekly staff meetings; take detailed notes and assign and track follow-up items.

• Maintain and track the annual and monthly schedule for office and administrative activities.

• Maintain an FAQ of office and administrative procedures.

• Manage mail sorting, logging, and delivering.

• Manage office supplies and budget; track inventory and reorder supplies.

• Manage office equipment and hardware; track inventory and status and coordinate maintenance, repairs, acquisition, and disposal.

• Process incoming receipts and bills into the bookkeeping application for ArtsPool.

• Enter and update member, donor, and contact records in Neon CRM.

• Arrange for shipping as needed.

• Maintain day-to-day hard copy and digital files following the shared Drive structure.

• Support with filing, scanning, and cataloging for the archives as needed.

• Executive Administration (30%)

• Perform high-level administrative duties for the Executive Director, dealing with sensitive and confidential matters.

• Manage the Executive Director’s calendar, travel plans, and external correspondence.

• Prepare meeting materials for the Executive Director, including background research, presentations, project and information packets, and multimedia content.

• Create and maintain a filing system for the Executive Director’s general files.

• Photocopy, scan, distribute, and/or shred sensitive documents.

• Coordinate and assist with major director-led projects.

• Governance Support (20%)

• Coordinate ArtTable’s Board and Committee meetings, including scheduling, logistics, and quorum.

• Manage all meeting documents and logistics for Board and selected Committee meetings.

• Prepare official Board documents and communications, including notices, agendas, board packets, and minutes.

• Attend Board meetings to record minutes and track follow-up items.

• Coordinate amendments and corrections to governing documents.

• Manage the organization’s legal corporate records, including Board minutes, Board and Member actions, governing documents, and amendments and corrections.

• Communications Support (15%)

• Assist with website updates.

• Assist with communications, including program reminders, newsletters, member outreach, and social media.

• Perform proofreading, copy editing, and quality assurance on communications and publications.

• Annual Benefit & Signature Events

• Participate in the Annual Benefit and other signature events. Specific responsibilities are assigned annually.

Professional Development & Career Pathway

• Work directly with each member of the ArtTable team to gain hands-on experience across the organization.
• Take part in projects in Development, Programs, Communications, Membership, and Impact Initiatives to build skills and identify areas of interest.
• Meet quarterly with the Executive Director to review progress, discuss professional goals, and identify areas of growth.
• At the end of one year, a performance review will be conducted. Based on the review, organizational needs, and budget, there is an opportunity to move into an Associate-level position in Development, Programs, Communications, Membership, or Impact Initiatives.

Requirements & Tech Stack

• Mac operating systems
• Google Workspace (Sheets, Docs)
• Neon CRM
• Canva, Asana, Illustrator, Photoshop, InDesign, or similar design programs (preferred)
• WordPress for website updates and content management (preferred)

Qualifications

• A bachelor’s degree, or an associate’s degree with two years of relevant prior work experience in administrative roles.
• Strong oral and written communication skills.
• Visual communication skills sufficient to produce compelling and aesthetically impactful presentations, diagrams, and communications materials.
• Exceptional attention to detail and an equal aptitude for data accuracy and integrity.
• Ability to work independently as well as collaboratively with staff, Board members, and occasionally volunteers.
• Ability to work in a dynamic, flexible environment in a planned, organized, and strategic manner.
• Demonstrated ability to work with and master CRM information and software systems.
• Ability to maintain a work environment consistent with the handling of confidential departmental, donor, and employee information.
• Ability to work occasional holidays, weekends, and evenings as well as off-site as needed.
• Knowledge of the visual arts and a strong interest in building a career in an arts nonprofit environment (preferred).
• Candidate must reside in NYC.

Compensation

• Annual: $45,000 – $55,000
• Benefits: Full health, dental, and vision package, 403b retirement plan available with matching contribution after 1 year of employment.