Office Manager

We are seeking a part-time Office Manager available to start immediately in New York City. This position reports to an office. 

Overview:

The Office Manager’s primary responsibilities include overseeing Aubin Pictures’ day-to-day office operations, serving as Aubin’s archivist, managing inventory for online stores and fulfilling orders, and supporting staff when necessary. 

Responsibilities:

Office Management

• Conduct Aubin Pictures’ clerical duties regularly, including filing, answering phone calls, opening and distributing mail, depositing checks  
• Troubleshoot IT issues and liaise with IT consultants
• Order food and supplies, ensure that office is stocked with necessary items
• Research and schedule office repairs and supervise all projects 
• Set up office equipment and maintain inventory of office
• Liaise with third party vendors (e.g. building superintendent, contractors) and research new ones when necessary
• Organize and coordinate office events

Archiving and Information Management

• Responsible for assembling, cataloguing, preserving and managing collections of information related to Aubin Pictures in electronic and hard copy libraries
• Create and update records and databases with personnel, financial, and other organizational data (e.g. Synology, Little Green Light, Mail Chimp)

Online store and inventory 

• Maintain inventory of Aubin Pictures and film merchandise; order supplies as needed
• Keep the online store up to date and ensure website functionality
• Fulfill orders and requests for materials
• Handle all shipping and receiving needed

Staff support

• Arrange professional and personal travel plans for the director as well as Aubin staff when appropriate
• Run errands related to the office for director and office staff
• Support Deputy Director with monthly financial tasks (e.g. documenting purchases)
• Assist with professional and personal projects for director on occasion (e.g. sending gifts/flowers)
• Respond to emails as requested by director 
• Manage director’s professional and personal schedules as needed, including medical and social appointments

Requirements:

• Highly organized with the ability to multitask and prioritize
• Ability to work calmly under deadline and to work flexibly
• Ability to complete complex administrative tasks with minimal supervision
• Team player; positive attitude
• Strong written and verbal communication skills 
• Demonstrates sound and accurate judgment; ability to support and to explain the reasoning for making decisions
• Experience with Google Chrome, Microsoft Word, and Apple Products
• At least 2 years of office experience