Executive Assistant to the Artistic Director

About The Shed

The Shed is a new cultural institution of and for the 21st century. We produce and welcome innovative art and ideas, across all forms of creativity, to build a shared understanding of our rapidly changing world and a more equitable society. In our highly adaptable building on Manhattan’s west side, The Shed brings together established and emerging artists to create new work in fields ranging from pop to classical music, painting to digital media, theater to literature, and sculpture to dance. We seek opportunities to collaborate with cultural peers and community organizations, work with like-minded partners, and provide unique spaces for private events. As an independent non-profit that values invention, equity, and generosity, we are committed to advancing art forms, addressing the urgent issues of our time, and making our work impactful, sustainable, and relevant to the local community, the cultural sector, New York City, and beyond.

About the Position

The Shed is seeking an organized, responsible, and multitalented individual to provide high-level administrative support for the Artistic Director. The Executive Assistant organizes the day-to-day operation of the office and establishes administrative priorities, manages office workflow, drafts correspondence, manages complex schedules and travel arrangements, handles a broad range of complex inquiries, issues, and confidential materials, and has significant interaction with executive staff, board members, artists, and other key stakeholders.

Key responsibilities include, but are not limited to

• Extensive calendar management: ensure Artistic Director’s priorities are reflected in schedule of meetings; liaise with staff members to organize Artistic Director’s workflow so that institutional deadlines are met; field all internal and external requests for meetings
• Manage all logistics including running the moment-to-moment schedule, reservations, ground transportation, conference room setup, A/V and other meeting logistics, and greeting of guests
• Draft agendas, prepare presentations, and ensure Artistic Director is prepared with relevant material and information in advance of meetings
• Track meeting follow-up, arrange gifts, draft follow-up correspondence 
• Arrange all aspects of travel arrangements for extensive domestic and international travel schedule including, but not limited to, obtaining proper travel visas, booking flights, hotel reservations, local transportation, and providing agendas and itineraries
• Maintain Google contacts and institutional database; ensure regular upkeep of stakeholder information, including data clean-up, address and salutation updates, creation of new records, and other general data entry as necessary
• General office administration responsibilities including filing, faxing, photocopying, scanning, and processing and distributing mail, messenger packages, and express mail packages
• Process monthly credit card statement reconciliation and track expenses for production and departmental budgets 
• Collaborate with the Artistic Director to create artistic collateral such as presentation decks 
• Liaise with Venue Sales team on behalf of the Artistic office in managing and coordinating spaces via Momentus/VenueOps
• Support Artistic Director with various administrative tasks including vacation request tracking and invoice approval
• Provide coverage for other executive assistants, as needed

Qualifications and Qualities

• Bachelor’s degree or equivalent experience
• Four or more years of relevant experience  
• Previous experience supporting senior executives and managing complex calendars is preferred, as well as the ability to work well under pressure in a busy and dynamic environment
• Professional demeanor and ability to interact comfortably with VIPs, senior staff, and the general public is essential  
• Must be diplomatic and discreet in handling highly confidential material, and have excellent verbal and written communication skills
• Must be organized and efficient in managing his or her own time and the time of the Artistic Director in meeting deadlines and in coordinating work on several projects at once
• Must be proficient with both PC and Mac platforms, Microsoft Office, Adobe Acrobat, and Google Workspace

Compensation

The salary range for this position is $65,000 – $75,000 per year. Compensation is commensurate with experience.

Schedule 

The Shed is a hybrid workplace where staff work three days a week in-person, two days a week remotely.

Application Process

Interested candidates should complete an application and submit résumé and cover letter in a single Word or PDF document saved as candidate's first and last name through our Career Center. Only résumés and cover letters submitted in this format will be reviewed. 

The Shed is dedicated to building an equitable environment that is mixed across lines of difference and strongly encourages applications from Black, Indigenous, people of color, women, transgender, and nonbinary candidates. This position will remain open until filled and until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the arts field are strongly encouraged to apply. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.