Development and Administrative Assistant
Art21 is a celebrated global leader in presenting thought-provoking and sophisticated content about contemporary art, and the go-to place to learn first-hand from the artists of our time. By providing unparalleled access to the artist’s voice, Art21 uses the power of digital media
to inspire a more creative world through works and words of contemporary artists.
We are looking for a highly organized and dedicated Development and Administrative Assistant (DAA) with 1-2 years of non-profit experience. The DAA will play a vital role managing the organization’s administrative needs, and will assist the Executive Director and Development team’s fundraising efforts. The DAA will manage grant reporting schedules, assist with funding proposals and event execution, handle day-to-day office tasks, organize mass mailings, and maintain office records.
This position is ideal for someone who likes to maintain a database system, increase efficacy, problem-solve, and has a “can do” approach. It will involve robust writing and research skills, attention to detail, and professionalism for communicating within the organization and outside stakeholders. The DAA should be courteous, analytical, proactive, and organized. An obsessive attention to detail is key for this role. This position is a tremendous growth opportunity for someone who is eager to learn the inner workings of a dynamic non-profit organization.
Main Tasks and Responsibilities
Process the organization’s financial
income, including donations and earned income: enter data into the
database (eTapestry), send acknowledgments, compile a bi-weekly
income report for the accountant
Manage the database: Create new
accounts, update contact information, enter monetary support into
the database or alter existing transactions, add back-up documents,
communications and notes to journals
Oversee the Art21 online store: With
the help of the Development intern, process orders on a weekly
basis, including shipping, entering transactions into the database,
updating the inventory
Work with the Associate Director of
Major Gifts and Special Events on the execution of special events
and membership programs, including communications, invitations and
RSVPs, staffing and vendor relations, in-kind donations, and
Maintain Development calendar,
keeping strict track of grant proposal and reporting deadlines
Support the Development team with
individual asks, grant applications and reports, and sponsorship
Research individuals, foundations,
corporations and identify new prospects or earned revenue
Provide support with annual mailings,
including appeal campaigns, annual reports, season announcements,
Assist the Executive Director with
ongoing tasks including but not limited to processing receipts,
maintaining the ED’s calendar and appointments, travel plans, plus
scheduling board meetings and compiling board documents
Provide administrative support for
the annual audit and internal tasks, such as taking staff meeting
minutes and collecting activity reports
Office management: Process and submit
incoming bills, set up workspaces and electronic devices, manage
inventory of office supplies, staff metrocards, petty cash, press
passes, and more
A Bachelor’s degree and 1-2 years of experience in a non-profit, fundraising, or equivalent role. The ideal person should be highly organized and detail-oriented, and has the ability to consistently achieve results with excellence.
The ideal candidate should possess the following strengths:
Strong administrative and
organizational abilities with a proven track record of time and
project management skills, handling multiple deadlines at
Ability to work in a team setting and
Experience with non-profit database
software (eTapestry preferred)
Solid ability working with Zoom,
Microsoft Teams, and Google hangouts
Superb verbal and written
Excellent interpersonal skills and
strong drive to learn and excel
Experience with Google Drive (Docs,
Sheets, and Slides) or equivalent word processing software
Critical thinking skills that can be
applied to effectively problem-solve and anticipate the next steps
and potential barriers
This is a full-time position with an attractive benefits package that includes Medical and Dental insurance, TransitChek Program, summer Fridays, and most importantly an excellent work life balance. Salary commensurate with experience.
Applicants must be eligible to work in the United States. Art21 is an equal opportunity employer and encourages applications from people of color; LGBTQIA+ individuals; people with disabilities; and all others, regardless of immigration history.
Please email resume and cover letter to: jobs [at] art21.org, with the subject line “Development and Administrative Assistant”
All resumes and cover letters should be submitted as PDFs, saved using the following filing naming template: “Last Name, First Name_Resume or Cover Letter”.
**Special note: Due to the pandemic, Art21 is currently working remotely and the DAA should be ready to maintain schedules, communications, and all aspects of the position from their own home for the time being. Necessary technology will be provided by Art21. All operations will return to Art21’s offices in New York City when it is safe to do so.