We apply the same egalitarian standards for all those who serve MacDowell either in a staff, volunteer, or representative capacity.
Executive Assistant and Board Liaison
Full-time (40 hours per week)
Position available September 1
The MacDowell Colony, America’s first multidisciplinary artist residency program, seeks a Full-Time Executive Assistant and Board Liaison at its New York Chelsea location. The Executive Assistant and Board Liaison supports and partners with the Colony’s Executive Director in day-to-day activities, annual plans, and long-term strategies. They provide critical support for the board of directors, executive, and select board committee meetings. In addition, they oversee the management of the New York office facility and budget, and field incoming permissions and rights requests. The ideal candidate is dedicated to the mission of the organization, is mature, self-motivated, detail-oriented enthusiastic, self-directed, outgoing, and comfortable in a fast-paced and exciting environment. This individual will manage the work of one office assistant. A love of art and an interest in cause-related non-profit desired.
The MacDowell Colony
Executive Assistant and Board Liaison
The Executive Assistant works at MacDowell’s Manhattan office and supports the Executive Director with communication, logistics, relationship and calendar management, event coordination, and other duties as assigned. In addition to the detailed nature of the job, there is room for creativity and generative opportunities to support strategic work that enhances the not for profit MacDowell Colony. Coordinates meetings of board and committees, scheduling and planning board activities, and prepares documents. Serves as point person for special projects, workflow, and interdepartmental planning. Supervises one direct report, office assistant. The ideal candidate can multi-task, is very detail oriented, can maintain confidentiality in communications, and can produce results in an environment in which collaborating and listening to a diverse group of individuals is critical. The ideal candidate is highly self-motivated and professional, and able to manage their workload and prioritize tasks in a supportive and sometimes fast-paced environment.
Key qualities are maturity, flexibility, and patience. Highest level interpersonal, listening, written, and oral communication skills. Demonstrated organizational skills: ability to manage and balance multiple projects and competing priorities. Independent worker: ability to anticipate, follow up, and resolve problems. Extremely tactful and diplomatic with demonstrated professionalism: ability to interact with donors, board members, and senior staff. Excellent leadership: willingness to take initiative and make improvements, enhancing office efficiency and effectively implementing changes. Strong attention to detail: well-developed editing skills, ability to draft letters, meeting minutes, and special reports. Computer/network literate with proficiency in Microsoft Office, Word, and Excel. Knowledge of Raiser’s Edge, Adobe Illustrator, and InDesign helpful.
Assist and partner with Executive Director
- Meet/Check-In Daily with E.D. and maintain schedule, appointment changes, assist with prioritizing.
- Draft outgoing general correspondence and prioritize and distribute incoming executive office communications.
- Manage daily calendar: field inquiries, anticipate, and organize meetings and lunches.
- Oversee travel, conference participation, speaking engagements, and needed materials with Office Assistant.
- Assist Executive Director with scheduling and projects with regard to direct reports in NY and NH.
- Communicate and document, both on paper and electronically, all pertinent information regarding Board and committee meetings to E.D.
- Serves as ‘point person’ between senior staff in NY and NH and E.D., assuring ongoing smooth communications.
Coordinate board-related activities
- Serve as primary staff person liaison between E.D. and Board of Directors.
- Communicate and document, both on paper and electronically, all pertinent information regarding Full Board Meetings as well as Program, Nominating, and Executive Committee meetings to MacDowell Board members. This includes posting agendas for all meetings, preparing meeting materials and meeting spaces, and taking minutes at Board and committee meetings.
- Ongoing communication with Board President and Board Chair, anticipating and facilitating exchange of information between E.D. Board Officers, and Committee Chairs.
- Oversee scheduling/logistics/hosting for board of directors and committee meetings with Office Asst.
- Prepare advance meeting materials, draft agendas, disseminate and/or draft reports from committee chairs and staff. Perform and distribute research as assigned by ED and committee chairs.
- Attend meetings and prepare minutes.
- Maintain records including by-laws, amendments, board class list, online board of directors' website, and directory.
- Oversee production of binders and orientation materials for new board members with Office Asst.
- Other responsibilities as assigned by the E.D.
- Oversee and monitor expenses for E.D.
- Establish and maintain excellent relations with outside business, civic associations, cultural and community organizations in the neighborhood and NYC that will enhance the life of MacDowell.
- Assist with visitors along with Office Asst.
Office management & programming
- Supervise, train and hire office assistant; conduct annual performance reviews and evaluations.
- Recruit interns for NY office.
- Manage NY office environment including art donations and storage, creating art signage and overseeing art hanging, and with Office Asst.: maintain meeting spaces, maintenance, and office supply inventory making updates to electronic stationery files.
- Manage space calendar and delegate rental requests, special partner events, and all requests related to use of office rental space. Manage partner events as assigned.
- Supervise technology and AV equipment onsite to ensure proper functioning and coordinate with Office assistant and NH technology manager.
- Help human resources manager orient new staff members with regard to NY office protocols.
- Manage NY Admin office budget, overseeing expenditures, cost controls, and accounts payable.
- Supervise Office Asst. in implementation of finance policies, banking, accounting controls, and performing bookkeeping procedures.
- Primary contact for permissions requests: review requests with executive director and counsel, address copyrights, performance rights, and publishing. Prepare letters of permissions and contracts.
- Schedule and prepare agendas (with ED) for NY full staff meetings, oversee Office Asst. in writing staff meeting minutes. Plan staff outings with office assistant and staff retreats with NH administrative staff.
- Oversee document filing and archive.
- Excellent interpersonal, listening, written, and oral communication skills. Ability to draft letters and strong editing skills.
- Ability to interface with a wide range of individuals with discretion and diplomacy.
- The successful candidate will exhibit maturity, flexibility, and patience.
- Demonstrated leadership; willingness to take initiative and make improvements, manage and balance competing priorities.
- Detail-oriented and organized; ability to prioritize, solve problems, and multi-task.
- Proficiency in Microsoft Office Word, Outlook, Excel, and Power Point. Proficiency in Raiser’s Edge, Adobe Illustrator, and InDesign helpful.
- Comfortable troubleshooting computers, network, and audio-visual equipment.
- Managerial skills important, as the position supervises one direct report, Office Assistant.
- Minimum 3 years administrative experience.
$50,000 annual salary, depending on experience, at 40 hours per week with full benefits package.
The MacDowell Colony
New York Office
Interested candidates should apply via e-mail only, sending a cover letter and resume to email@example.com with “Executive Assistant and Board Liaison” noted in the subject line. No calls please. Candidates will be contacted.
Equal Opportunity Statement
The MacDowell Colony is an equal opportunity employer, we encourage applications from qualified candidates representing any race, religion, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We are committed to workplace inclusion and to being a place where a diverse mix of talented people want to do their best work.