OFFICE ADMINISTRATOR / EXECUTIVE ASSISTANT to the CEO

Full Time | Staten Island, NY

THE POSITION
The Office Administrator/Executive Assistant to the CEO (OA) provides support to the Chief Executive Officer of Snug Harbor in many different capacities.  The OA is responsible for internal and external communications from the CEO’s Office to the staff, Board of Directors, and the public. The OA oversees the operations of Snug Harbor’s Executive Office, managing the CEO’s calendar and designated administrative duties with discretion and precision, and coordinates all Board of Directors’ meetings, subcommittee meetings and other VIP meetings/tours. The OA also manages all VIP relations and collaborates regularly with other Snug Harbor departments especially the Development and Marketing Departments for campus-wide events, tours, and other special projects focused on patron engagement. The OA reports directly to the CEO often serving as the CEO’s representative or liaison to the public.

RESPONSIBILITIES

Office Management

  • Provides support to CEO including managing phone and written communications, organizing and maintaining files of official corporate and internal records, coordinating CEO’s calendar, scheduling meetings on CEO’s behalf, updating and maintaining CEO’s contacts, making travel arrangements, and organizing special lunches and other events involving hospitality set-up and coordination
  • Greet and assist all patrons to our busy administrative office while maintaining a high level of customer service at all times
  • Opens and sorts mail, forwards materials to appropriate departments, and provides essential administrative support for CEO and senior staff as required by the CEO
  • Oversees office supplies and manages shared office resources
  • Follows up on items delegated to staff by CEO to assess progress and ensure deadlines are met
  • Updates CEO on status of projects and other relevant issues
  • Coordinates and conducts campus tours for VIPs; responds to visitor and public inquiries
  • Assists in research and writing related to long-range planning and other projects

Board of Trustees

  • Serves as direct liaison to the Board of Directors and specific Board Committees; answers Board member questions, facilitates communications, and serves an important role in stewarding and engaging the Board of Trustees
  • Prepares minutes of quarterly Board meetings and periodic Board sub-committee meetings
  • Prepares packets and coordinates any technical requirements (A/V, call-in numbers) for Board meetings
  • Updates documents pertaining to Board operations

Special Projects

  • Manages special projects as needed for the CEO’s office including working closely with the Development Department and Marketing Department on administrative tasks and/or logistics associated with special events, press tours, the annual gala and other donor, visitor and/or patron engagement projects as needed
  • Collaborates with other staff members on the writing, development, and implementation of event logistic plans and programs
  • Coordinates all hospitality and catering set-ups for CEO’s meetings and VIP tours and special events

REQUIREMENTS

  • BA in a relevant field with demonstrated administrative experience, which includes organizational, correspondence, and clerical skills and a high level of customer service
  • Computer skills are critical.  Candidate must have advanced knowledge of Microsoft Outlook and proficiency in Word, Excel and PowerPoint
  • Top-notch people skills, with demonstrated experience in effectively communicating with the public, VIP’s and/or experience with Board members
  • Must be detail-oriented, proactive, with excellent follow-up and organizational skills 
  • Experience with or knowledge of the structure of a nonprofit and/or arts organization
  • Excellent writing and proofreading/editing skills
  • Ability to take direction and then work independently with discretion is essential
  • A valid driver’s license is required.  Having a personal vehicle is recommended but not essential

QUALIFICATIONS

The qualified candidate for this position will bring a mix of positive energy, adaptability, decisiveness, creativity and critical thinking skills, as well as a “roll up the sleeves attitude” towards their work. Additional qualifications include:

  • Candidate must be personable, a team player and an excellent communicator
  • Must possess a ‘can-do’ attitude towards their work and show a high level of customer service
  • Self-motivated with the ability to work both alone and in groups in a fast paced environment; extremely organized
  • Candidate should be enthusiastic about the mission of Snug Harbor
  • A minimum of 2-3 years working in a museum environment, nonprofit or similar organization is helpful

SALARY AND BENEFITS

$40,000 – $45,000; Competitive benefits including a generous vacation/holiday schedule and participation in the Cultural Institutions Retirement System pension.

TO APPLY

Qualified candidates should complete the employee application form by visiting https://snug-harbor.org/jobapplication/. We thank all applicants for their interest. Only those selected for an interview will be contacted.

Snug Harbor celebrates and commits to fostering diversity, equity and inclusion.  We value and seek the strengths of human variety across communities, in programming, with staff, the Board of Directors, volunteers, artists and visitors. Snug Harbor strives to build a culture of diversity of voice and representation, authentically inclusive spaces and equity for all. Snug Harbor is an Equal Opportunity Employer.