Director of Administration

NewFest, New York’s leading LGBTQ film and media organization, is seeking a full-time Director of Administration to oversee NewFest’s administrative operations, coordinate strategic organizational projects, and support executive leadership in achieving the organization’s mission.

Founded in 1988, NewFest is the largest queer film festival in the United States, and the largest convener of LGBTQ+ audiences in New York City. NewFest’s mission is to give voice and visibility to the full scope of the LGBTQ+ experience through films and programs that entertain, educate, and empower. NewFest presents year-round screenings and events, including

• The New York LGBTQ+ Film Festival, held annually each October
• NewFest Pride, held annually each June
• Queering the Canon, held annually each April

In addition, NewFest currently has three artist development programs, and partners with the NYC Department of Education on a screening series for high school students. NewFest also works with studios, networks, and streamers to present advance screenings of LGBTQ+ content, often accompanied by social events.

NewFest has a year-round staff of 17 (6 full-time and 11 part-time) and an annual operating budget of $2.3M.

NewFest seeks a Director of Administration who blends operational savvy, strategic systems thinking, and inclusive leadership. This role calls for a professional skilled in finance, HR, and organizational infrastructure—someone who can streamline processes, empower staff, and foster a culture that reflects our mission. Experience within New York City’s arts and LGBTQ+ sectors is a plus.

This role will report to the Executive Director, and manage internal functions including human resources, finance, and project management. In addition, the role will supervise the Bookkeeper, Audience Services Manager, and may include oversight of additional administrative roles as the organization evolves.

The responsibilities of the role include:

Operations & Administration

• Oversee NewFest’s administration and operations, including systems and databases, ensuring efficient workflows across all departments.
• Ensure that the team has the resources and support needed to achieve its objectives and contribute to organizational success.
• Manage NewFest’s external vendors and contracts.
• Oversee the organization's IT and technical systems.
• Ensure timely submission of all required annual filings.
• Manage the organization's insurance policies and coverage.
• Serve as the primary liaison with external counsel on all legal matters.

Human Resources

• Oversee NewFest’s human resources function, including staff structure, recruitment, employee relations, performance management, staff development, compensation, and benefits.
• Serve as the primary liaison with NewFest’s PEO.
• Oversee the creation and implementation of organizational policies and practices.
• Develop and implement programs to enhance staff skills, retention, and professional growth.
• Ensure organizational compliance with employment laws, regulations, and best practices.

Finance

• Oversee NewFest’s financial management, budget planning, and resource allocation to ensure fiscal responsibility and alignment with organizational objectives.
• Collaborate with the finance team to manage financial reporting, budgeting, and forecasting processes.
• Collaborate with NewFest’s PEO to process payroll and administer employee benefits.
• Oversee NewFest’s annual audit and 990 processes, ensuring all documentation is prepared in collaboration with the finance team and external auditors.
• Support the Executive Director in making informed financial decisions and in preparing financial materials for internal and external stakeholders.

Strategic Project Management

• Collaborate with senior leadership to develop and implement plans for organizational growth, sustainability, and impact.
• Lead key projects, defining objectives, timelines, and deliverables, while ensuring alignment with organizational priorities and managing risks to keep initiatives on track.
• Manage project tracking tools, ensuring clear communication across departments and timely updates on progress.
• Streamline internal processes to boost efficiency and team performance.

Qualifications

• 5+ years of experience in nonprofit administration, finance, organizational management, or a related field.
• Proven ability to manage and optimize administrative systems, operational functions, HR, and financial operations.
• Experience with nonprofit finance, budget management, resource allocation, and financial oversight and reporting.
• Familiarity with HR practices, regulations, and employment laws.
• Strong strategic thinking and problem-solving skills, with experience leading and executing large-scale projects and organizational growth initiatives.
• Solid experience in project management, including using project management tools (ideally Airtable), defining project scopes, setting timelines, and delivering results.
• Excellent interpersonal and communication skills, with the ability to work effectively with a diverse range of stakeholders.
• Familiarity with the LGBTQ+ community and/or the arts sector is highly desirable.
• Ability to manage multiple priorities, maintain flexibility in a dynamic work environment, and thrive in a collaborative, mission-driven culture.