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
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
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
Primary Duties and Responsibilities
Executive Assistant to the President:
- Manage the President’s calendar including scheduling
appointments, internal/external meetings, and conference
- 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
- Provide administrative support to the President as
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
- 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.
- 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
- Collaborate with appropriate staff on reviewing, negotiating,
and managing bids and contracts with vendors, suppliers, and
service providers related to office administration and
- 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,
- Assist in budget preparation and monitor expenses related to
- 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.
- 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.
- 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
- 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
- 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,
- 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.
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.
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
The position is budgeted at $70,000-$80,000 annually. We welcome
an open discussion with all interested candidates about the full
Email resume and cover letter to email@example.com.
Write “Executive Assistant/Office Manager” in the subject line. No
applications will be accepted without a cover letter. No phone
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.