Administrative Assistant to the VP of Education and Community Engagement

Job Type

Full Time

Published

07/13/2018

Address

New York
New York
United States

Description

BAM (Brooklyn Academy of Music) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

We are looking for an Administrative Assistant to support our VP of Education and Community Engagement. The ideal candidate for this role has some experience/demonstrated interest with education and youth development.  

Essential Duties and Responsibilities

  • Facilitate internal and external communications to and from the Vice President of Education and Community Engagement in order to maintain the consistent flow of information throughout the institution 
  • Organize and provide needed information, materials and/or services to the Vice President of Education and Community Engagement, so that she may focus on strategic challenges and initiatives 
  • Manage VP’s calendar, and screen email inbox, phone line, and voicemail 
  • Arrange meetings and conference calls for meetings with partners, artists, and funders, both in-person and virtual, and all preparatory materials 
  • Draft reports including weekly ECE Tickets, Enrollment & Content report and board reports, presentations, remarks, and other written materials 
  • Prioritize and track interoffice routings to ensure all documents are reviewed and/or signed and returned in a timely manner 
  • Prepare credit card reconciliation for both VP of Education and Community Engagement as well as Director of Education and Family Programs; track credit card usage 
  • Assist with contracts and payments for consultants, vendors, etc. 
  • Prepare Purchase Orders for travel per diem and reimbursements in addition to other financial administrative duties 
  • Take minutes at meetings including Education Staff Weekly and transcribe presentations as necessary 
  • Arrange travel and accommodations for research travel and conference trips for VP and Directors 
  • Register and receive visitors 
  • Check departmental mailbox daily and prepare all mail and courier deliveries  
  • Order, maintain, and track office supplies used, including biannual stationary orders 
  • Submit all departmental maintenance and IT work orders 
  • Maintain Vacation/Out of Office calendar  
  • Maintain cleanliness and organization of office, kitchen, and workshop spaces in collaboration with office intern 
  • Coordinate hospitality and gifts on behalf of VP of Education and Community Engagement 
  • Maintain VP contact list and outreach, i.e.: birthdays, holidays, etc. 
  • Perform special ad hoc projects 

Minimum Qualifications

  • Associate’s degree or equivalent experience
  • Ability to prioritize and manage multiple projects efficiently
  • Strong communication skills, including interpersonal, written, and oral
  • Strong knowledge of Microsoft Outlook Suite including Outlook, Work, Excel, and Power Point
  • Interest in the fields of Arts Education and Community Engagement

Preferred Qualifications

  • Self-starter with strong organizational skills and attention to detail
  • Ability to support executive-level staff and anticipate needs
  • Ability to create and/or modify business processes
  • Experience in with education or youth development
  • Experience with financial procedures

 

Pay Rate: Full time, $20 per hour plus paid overtime and comprehensive benefits

Check us out on Twitter/Instagram: #SceneAtBAM

Benefits

Comprehensive benefit package

Level of Language Proficiency

None

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

https://www.bam.org/about/careers

Must complete an online application through BAM's website - no phone calls, emails or walk ins, please.  


Share:

Share: