Executive Assistant

Job Summary:

Irish Arts Center is seeking a full time Executive Assistant to the Director (EA). This position holds responsibility for a wide array of institutional activities and impacts all aspects of company operations as they relate to the Executive Director (ED). These areas include: executive leadership and strategic planning, institutional networking, artistic programming, fundraising and development, and operational management. The EA provides holistic and operational support to the ED, such as: assisting with management of the ED schedule, record keeping and task management, expense reporting, office management, human resources administrative support, and general assistance with administrative duties. An essential member of the Irish Arts Center team, the EA is exposed to all aspects of executive arts leadership and frequently serves as a liaison with staff, artists, board members, institutional and government partners, consultants, and donors. The EA must be a professional, discreet, and effective communicator, be extremely well organized, and able to efficiently balance multiple priorities simultaneously.

Responsibilities/Essential Functions:

Task and information management

• Comprehensive organizing of outstanding tasks/action items, mindful of key deadlines.
• Track high-level progress of all projects managed by the ED.
• Granular to-do tracking, such as call lists, written communications, and other basic tasks.
• Handle sensitive and confidential information with appropriate discretion and professionalism.

Schedule management and meeting preparation/support

• • Field requests for meetings from internal colleagues and external parties.
  • Organize meeting times, find venues/book meeting space, and make calendar invitations and Zoom links.
  • Confirm meeting attendance, preparations, and follow-up, if required.
  • Organize travel itineraries when required.
  • Provide hospitality for in-person and Board of Directors meetings such as snacks and refreshments.

Executive/Strategic support

• Document the ED’s interactions with key stakeholders on Tessitura, our customer relationship management software.
• Provide support to the Executive and Special Projects Coordinator.
• Liaise with staff and provide support to other colleagues/departments, as needed.
• Research key programmatic, strategic, and business initiatives.
  • Monitor the ED’s inbox and voicemail, track key items, and enact daily reminders.
  • When requested, send emails on ED’s behalf.
  • Support ED at opening night receptions and fundraising events.

Note-taking and Document Management

• • Take notes and track actions during meetings and calls.
  • Create and/or support the preparation of materials using: PowerPoint Presentations, Microsoft Excel, and Word.
  • Submit/process expense forms and invoices, and other basic accounting documentation for Business & Executive projects.
  • Assist with document/contract execution, file organization, and format conversion.

Human Resources Management

• • Provide general administrative support to the human resources team, including data and file management, and other administrative needs.
  • Support Administrative Manager with hiring process, including posting jobs, collecting applications, and tracking progress.

General Office Management

• • Process and distribute incoming physical mail.
  • Other general office management tasks as needed.
  • Plan and coordinate staff events, including scheduling, hospitality, and vendor coordination

Core Competencies and Skills:

Passion for the mission of Irish Arts Center is essential. The ideal candidate will be a highly organized, self-motivated team player with the ability to focus and follow through amid competing priorities, who enjoys helping create a positive work environment, with a sense of humor. Some previous administrative experience is welcome but not required.

Core attributes of a successful candidate include:

• Well-developed interpersonal skills, with excellent oral/written communication skills
• A keen attention to detail and ability to anticipate needs
• Good judgment and ability to efficiently problem-solve
• Strong work ethic and ability to work both independently and collaboratively
• Exemplary organizational skills with proficiency in multi-tasking
• Experience with Microsoft Office suite and demonstrated technical literacy

As IAC is committed to representing diverse identities in our artistic programming, so too are we committed to diverse representations in our administrative team. Irish Arts Center is an equal opportunity employer and will consider all applicants for employment without unlawful discrimination based on race, creed (religion), color, sex (including gender expression), national origin, sexual orientation, military status, age, disability, predisposing genetic characteristic, marital status or domestic violence victim status, or any other characteristic protected by law.

Working Requirements (Travel Requirements, Overtime, Shifts, On-Call, etc.):

• This is an in-person position. Under certain circumstances, at the discretion of management, remote work may be possible, but as a general rule this position is conducted on site. Attendance required five days in the office.
• Applicants should be willing to work evenings/weekends as required for special events.
• This job requires US work authorization. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire

Deadline for applications is Tuesday, October 7.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned.

About Irish Arts Center:

Irish Arts Center (IAC) is a national and international home for artists and audiences of all backgrounds. Based in Hell’s Kitchen, New York City, Irish Arts Center presents, develops, supports, and promotes work from established and emerging artists, providing cultural experiences that are innovative, collaborative, diverse, authentic, and emotionally and intellectually transporting, meet the highest standards of excellence, and celebrate our common humanity in an environment of Irish hospitality. Founded in 1972, throughout our history the Center has also provided community education programs

and access to the arts for adults and children of all ages and ethnic, racial and socioeconomic backgrounds.

Irish Arts Center recently completed construction of a $60 million landmark new permanent home, including a state of the art flexible performance and arts space for the presentation and development of work across a range of disciplines, including music, dance, theatre, film, visual arts, literature and the humanities; classrooms and studio spaces for education programs, development, and collaboration; technology to stream and distribute content on the digital platform; and an avenue-facing lobby café that is a hub for hospitality and interaction between artists and audiences. As part of a second phase, IAC will renovate its adjacent existing 51st Street building to provide a second, intimate performance space—the historic Irish Arts Center theatre—optimized for the most intimate live music and conversation, recordings, podcasts, master classes and special events, and a courtyard entrance on 51st Street where the historic Irish Arts Center and the new building meet.

New York’s Irish Arts Center Upgrades to a ‘Flagship Hub’

The $60 million building in Hell’s Kitchen, which will present

theater, dance, music and more, is scheduled to open in December.

https://www.nytimes.com/2021/10/31/theater/irish-arts-center-new-york.html

A Big Table: What the New Irish Arts Center Means for New York

The company’s glittering new $60 million building, long in the works, puts the emphasis on multidisciplinary programming and Irish hospitality.

https://www.americantheatre.org/2021/12/17/a-big-table-what-the-new-irish-arts-center-means-for-new-york/

New York’s Irish Arts Center Gets a New Lease of Life

https://www.irishtimes.com/culture/new-york-s-irish-arts-center-gets-a-new-lease-of-life-1.4729343