Assistant to The Executive Director

AN OPPORTUNITY TO JOIN A GREAT TEAM! 

JOB TITLE Assistant to The Executive Director 

DEPARTMENT Administration 

REPORTS TO Executive Director 

ABOUT USDAN 

Usdan has been recognized as a Top Nonprofit Workplace in 2021, 2022, and 2023! Usdan opens a world for children to joyfully express their creativity and develop their artistic skills. Each summer, teachers and artists — actors, directors, playwrights, painters, sculptors, musicians, composers, dancers, poets, and novelists — come together to teach and collaborate with our campers, ages 5 to 

18. Set on 140 acres of natural beauty in Wheatley Heights, Long Island, NY. Usdan is a safe, welcoming place within which campers have the freedom to build new friendships, explore nature, develop personal independence, and have fun, alongside their art making. 

POSITION SUMMARY 

The Assistant to the Executive Director plays a pivotal role in supporting the efficient and effective functioning of the organization. This position involves providing high-level administrative assistance to the Executive Director, managing schedules, managing communications, and coordinating various projects and tasks to ensure the smooth operation of the organization. The ideal candidate will possess excellent organizational skills, strong communication abilities, and the flexibility to adapt to dynamic work environments. 

• Act as the primary point of contact for the Executive Director.  
• Manage and prioritize communications. 
• Schedule and coordinate meetings, appointments, and travel arrangements for the Executive Director. 
• Prepare and distribute documents, reports, and presentations as needed. 
• Assist in the planning and execution of special projects, events, and initiatives under the guidance of the Executive Director. 
• Collaborate with various departments to ensure timely completion of assigned tasks and projects. 
• Maintain accurate and organized electronic and hard-copy filing systems. 
• Draft, edit, and proofread correspondence, reports, and other documents on behalf of the Executive Director. 
• Handle inquiries and correspondence, both internally and externally, with professionalism and confidentiality. 
• Prepare meeting agendas, take minutes, and distribute relevant materials. 
• Coordinate logistics including scheduling for board meetings, committee meetings, and other organizational meetings.  
• Assist in tracking expenses, processing invoices, and managing financial documentation. 
• Support the planning and execution of fundraising events, donor appreciation events, and other relevant activities. 
• Keeping the Executive Director’s caseload up to date.  
• Other duties as assigned. 

JOB REQUIREMENTS 

This position requires a collaborative, analytical individual with the ability to understand the organization’s needs.  

• Proven experience as an executive assistant or in a similar role, demonstrating strong organizational and project management skills.  
• Excellent verbal and written communication skills, with the ability to interact professionally at all levels. 
• Proficient in calendar management. 
• Ability to anticipate needs and proactively address issues.  
• Flexibility to work outside regular business hours, if required.  
• Bachelor’s degree in business administration, communications, or a related field preferred. 
• Must complete New York State required trainings, including but not limited to a Sexual Harassment Prevention training and a Child Abuse and Neglect/Maltreatment Identification. Links to required trainings will be provided after hiring.   
• Have reliable transportation to Usdan’s campus. Requests for accommodations are subject to approval by senior management. 

HOURS & LOCATION 

• March through May: 
• Monday-Friday hybrid 2-day in office / 3-day work from home schedule, with flexible shift between the hours of 8am and 6pm. 
• Workdays are at least 8 hours, with the possibility of additional hours based on business needs.  
• The hybrid work schedule is subject to change as business needs evolve. Usdan will endeavor to provide as much advance notice as possible.  
• June through August: Monday-Friday in office 5 days per week. During the summer camp season, the day begins at 8am.  
• Year round: Some evening and/or weekend work required.  

COMPENSATION AND BENEFITS 

• This position is full-time temporary, and the term is March 2024 – August 2024, with the possibility of extension.  
• The salary range for this full-time position is $57k – $62k, dependent on experience.   
• Usdan offers various benefit plans for employees and their families, including, but not limited to medical, dental, vision, retirement, and flexible spending.    

PHYSICAL DEMANDS 

Usdan is a 140-acre campus with facilities spread throughout - distances vary and are along uneven surfaces, up and down hills. Some facilities are elevated and require one to two stairs to enter. There will likely be many opportunities for this position to traverse the campus, especially during the summer season. Some staff walk an average of two miles per day. Other physical demands include the ability to work in a hot, humid environment; the ability to speak clearly and understand the speech of another person; and the ability to prioritize sounds and focus on one sound among many. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential physical functions of this position. 

TO APPLY 

• Please apply through our online application: https://www.usdan.org/employment 
• PDF files are preferred attachments. No phone calls please. 

Usdan Center for the Creative and Performing Arts a/k/a Usdan Summer Camp for the Arts is an equal opportunity employer and is committed to creating an inclusive environment for all employees. We welcome applicants from diverse backgrounds to apply their unique backgrounds, perspectives, skills and talents to foster an open, cooperative, and dynamic environment where employees and Usdan alike can thrive. All employment is decided on the basis of qualifications, merit, and business need.