Executive Assistant/Office Manager

Executive Assistant/Office Manager

We are seeking a highly organized and detail-oriented Executive Assistant/Office Manager with an interest in visual art education to oversee and coordinate various administrative functions within our organization while providing crucial support to the President.

The ideal candidate will be a proactive administrator who can serve as the primary point of contact for the President’s administrative needs and effectively coordinate efforts in general office support, facilities management, contracts management, payroll and finance, human resources, etc. The Executive Assistant/Office Manager will play a pivotal role in maintaining a well-functioning and efficient administrative environment, ensuring seamless operations across multiple departments.

The Executive Assistant/Office Manager position is an exempt, full-time position reporting to both the President and the Director of Programs.

About Studio Institute

Based upon the success of our programs and partnerships under the direction of Thomas Cahill, Studio in a School (SIAS) formed Studio Institute in 2016, naming him its president. The goal of the new organization is to expand our scope, providing programs and creating new partnerships with communities and cultural organizations nationwide. Studio is currently working with partners in Boston, Baltimore, Chicago, Cleveland, Memphis, Newark, New York, Philadelphia, and Providence. Studio shares tested innovations, visual arts curricula, classroom program models, professional development models, arts internships, research grants, and assessment methods with arts and educational communities nationwide. 

Primary Duties and Responsibilities 

Executive Assistant to the President:

• Manage the President’s calendar including scheduling appointments, internal/external meetings, and conference calls.
• Support the President in preparing agendas for meetings, post-meeting follow-ups, email and letter correspondence, meeting logistics, briefing materials and presentations as needed.
• Arrange the President’s travel itineraries and logistics for meetings and events.
• Track and prioritize incoming requests, emails, and documents for the President's attention.
• Maintain other Studio Institute’s calendars if requested by the President.
• Provide administrative support to the President as needed. 

General office support

• Open office; receive and send mails, packages, and interoffice mail; and other related tasks.
• Coordinate and manage office supplies, equipment, and inventory to support the needs of the organization.
• Organize and maintain Studio Institute physical and digital files and records. Coordinate and oversee document/file scanning projects to digitize and organize essential documents.
• Work with the President to organize cloud folders/files and develop filing procedures/templates that will improve internal workflow.
• Answer, screen and transfer incoming calls.
• Coordinate with vendors, contractors and outside service providers for projects related to general administration and operations. Oversee their contracts and payments.

Facilities Management

• Help to ensure a safe and comfortable office environment by coordinating repairs and purchases, and by partnering with colleagues and vendors to keep workspace clean and organized.
• Oversee the upkeep of equipment and service levels.
• Manage project documentation, approvals, and communications.

Contracts Management

• Collaborate with appropriate staff on reviewing, negotiating, and managing bids and contracts with vendors, suppliers, and service providers related to office administration and operations.
• Monitor contract expiration dates and facilitate renewals or terminations as necessary.
• Secure appropriate signatures and track documents through the approval process as assigned by President.
• Collect relevant tax forms and ACH information.

Payroll and Finance

• Collaborate with the Finance Department to ensure accurate and timely completion of timesheets for employees, mentors, interns, etc.
• Assist in budget preparation and monitor expenses related to administrative functions.
• Prepare check requests, work with the Finance Department to oversee check runs for Studio Institute.
• Complete monthly expense coding and reconciliations for corporate credit cards and invoices, and secure necessary management and board approval signatures.
• Prepare check requests for regrant checks and intern stipend checks, while maintaining a record of those that are not used/mailed, and coordinate with the Finance Department to facilitate this process. 

Human Resources

• Support HR activities in onboarding, offboarding, and maintaining employee records. Coordinate, collect and timely submit the pertinent paperwork to HR and Finance.
• Assist in organizing and tracking training such as harassment prevention training and abuse awareness training.

Others

• Other duties and ad-hoc projects as assigned.

Desired Skills and Background

Education and Experience

• Bachelor’s degree in Business Administration, Management, or related field is preferred.
• 3-5 years of experience in administrative management, with a track record of successfully overseeing diverse functions such as office management, facilities operations, contracts, payroll processing, finance, and human resources.
• Experience in art education, nonprofit organization or related role is preferred. 

  Personal Qualities and Habits of Work

• Commitment to the mission of Studio Institute.
• Extremely organized, attentive to detail, and able to work independently and effectively while juggling multiple tasks.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Strong writing and editing skills.
• Strong ability to set up efficient systems and processes to track various aspects of the program.
• Strong problem-solving skills and work ethic with an appreciation for deadlines. Project management skills and follow through.
• Ability to collaborate within a team environment. Respect for and celebration diversity and diverse communities.
• Excellent interpersonal and written communication skills and a pleasant phone demeanor.

• Willingness to persistently communicate via email, phone, text, etc.

• High proficiency in using Microsoft Suites including Outlook and Excel. Adobe skills helpful.
• Be flexible to work outside of regular work hours to support programs and events. 

Location

We are currently working on a hybrid schedule. The Executive Assistant/Office Manager will be asked to work at least 4 days per week in our office at 410 W 59th St, New York, NY, though this schedule may shift and evolve.

Vaccination and Masking Policies

Studio Institute is recommending that all new hires be fully vaccinated and boosted against COVID-19 prior to the start date. It is optional for employees to wear a well-fitting mask in our office when the NYC COVID-19 Community Risk Level is “moderate” or “low” based on the CDC website. However, mask-wearing in our office is still required when the NYC COVID-19 Community Risk Level is “high” based on the CDC website. 

Benefits

Generous paid time off, Medical/Dental/Vision/Life/Long-Term Disability Insurance, Pre-tax Flexible Spending Accounts (FSAs), Pre-tax Commuter Benefits, 403b Retirement Plans, AFLAC Supplemental Benefits, and Employee Assistance Program (EAP). 

Salary

The position is budgeted at $70,000-$80,000 annually. We welcome an open discussion with all interested candidates about the full compensation package.

To apply

Email resume and cover letter to jobs@studioinstitute.org. Write “Executive Assistant/Office Manager” in the subject line. No applications will be accepted without a cover letter. No phone calls, please.

If much of this job description describes you, please apply for this role. Research shows that women and people from underrepresented groups often apply to jobs only if they meet all the qualifications. We recognize this and encourage those with relevant skills and experience to apply.

Studio Institute LLC is an equal opportunity employer and seeks to hire staff members who reflect the diversity of the communities we serve. All positions at Studio Institute 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.