Executive Assistant

Urban Arts Partnership, founded in 1991, has established itself as New York City’s largest arts-education organization. This year alone we are reaching more than 100 schools, 12,000 students, and 450 teachers in New York and Los Angeles. Our mission is to advance the intellectual, social and artistic development of underserved public school students through arts-integrated education programs to close the achievement gap.

Reporting directly to the CEO, the Executive Assistant will play an integral role in ensuring the effectiveness and productivity of the CEO by providing outstanding executive support. The Executive Assistant responsibilities and additional duties are outlined below.

S/he will represent Urban Arts Partnership and the CEO in interactions with external and internal constituents every day and must operate on many levels with efficiency, enthusiasm and professionalism.

Responsibilities

• Prepare presentations for internal and external stakeholders

• Manage logistics for staff meetings, events, including researching and preparing information for use in meetings

• Anticipate necessary background materials for meetings

• Draft and prepare meeting minutes and presentations, and manage the timely circulation and execution of these materials

• Track the timelines of various projects to ensure that deadlines are met and goals accomplished

• Work with CEO to schedule speaking engagements or conference presentations

• Work with CEO on blog writing and posting

• Maintain CEO’s contacts and files

• Manage CEO’s calendar

• Schedule internal and external meetings

• Plan and coordinate team meetings, including preparation and circulation of meeting materials
• Schedule client phone calls and meetings and manage any related travel, technology or logistical details

• Receive CEO mail, open and distribute and respond for CEO accordingly

• Manage CEO’s general administrative duties, including, but not limited to filing, copying and faxing

Additional Responsibilities

• Schedule and prioritize conference room for meetings and other occasions

• Maintain and update staff, board and network contact lists

• Order, stock and distribute supplies (for office)

• Answer phones, check voicemail and take detailed and accurate messages

• Ensure operation of office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining office equipment inventories; evaluating new equipment and techniques, this refers to printers, computers for in-house staff.

Required Qualifications

• Minimum 3 years’ experience working as an Executive Assistant to C-level executives, with
demonstrated expertise in anticipating and fulfilling the needs and priorities of a C-level executive

• Outstanding time management skills, with proven ability to accomplish numerous tasks and
changing priorities in an effective and timely manner; demonstrated ability to execute on short-term,
deadline-driven tasks daily, as well as important, long-term projects requiring collaboration with staff and clients

• Superb interpersonal, written, and verbal communication skills

• High level of proficiency in Microsoft Word, PowerPoint, Outlook, Excel, Twitter, Tumblr and other software and social media platforms

• Sound judgment, maturity, and the ability to handle sensitive and confidential information with discretion

• A strong work ethic and positive attitude, with a willingness to be flexible and do whatever it takes to get the job done

• Professional and positive customer service-driven approach

• A passion for working with urban youth, and a strong commitment to UAP’s mission.

The successful candidate will demonstrate and possess these qualities.

· Polished demeanor

· Impeccable style

· Grace and poise

· Professional attitude

· Speaks up with creative ideas

· Has presence and is persuasive

· Captivating and engaging

· Witty sense of humor

· Unwavering determination to get the job done

· Working knowledge of current issues in the education field

· Knows when to take the lead and when to provide support

Urban Arts Partnership is an at-will and equal opportunity employer. Applicants and/or employees shall not be discriminated against because of national origin, ethnicity, age, mental or physical disability, sexual orientation, race, religion, sex, gender (including pregnancy and gender expression) identity, color, marital status, veteran status, medical condition, or any other classification protected by federal, state, or local law or ordinance.

How to apply
To apply, submit a resume and cover letter to [email protected]