Artist Programs Administrative Assistant

Role Overview

• Create and maintain comprehensive department records, including electronic files, calendars, databases, and other administrative systems, ensuring all information is organized, up to date, and accessible.
• Serve as a primary contact for general and program-related inquiries from artists, program participants, and external partners, directing questions appropriately and providing timely information.
• Assist the team with processing expense requests, tracking invoices, and ensuring financial documentation is accurate and submitted on time.
• Schedule and coordinate departmental meetings, prepare agendas, take notes, and distribute meeting materials as needed.
• Support with calendar management and scheduling appointments as well as maintaining all department and programmatic calendars and documentation.
• Provide direct administrative support for various projects and programs, which may include preparing materials, planning and coordinating activities for program participants, coordinating travel, purchasing supplies, or assisting with event setup.
• Work with Artistic Programs and Development staff to maintain data entry cleanliness, analyze information, and generate reports.
• Track and manage Manhattan Arts Grants compliance and communications with grantees.
• Work with the Operations and Finance departments to issue and track artist contracts and payments for program participants and jurors.
• Support the full lifecycle of the grant application and selection process.
• Collaborate with Marketing & Communications staff to promote grantee events and application cycle outreach campaigns, and support the annual public announcement.
• Provide logistical, administrative, and on the ground event support for departmental or organization-wide events, such as artist gatherings, public programs, and the annual gala.

Requirements

• Bachelor's Degree or equivalent work experience.
• 1–2 years of experience in arts administration is preferred.
• Familiarity with grantmaking preferred.
• Proficiency in Microsoft Office, Submittable, and Asana.
• Familiarity with Eventbrite and Salesforce is preferred.
• Excellent organizational, written, and verbal communication skills, and comfort managing budgets.
• Background in project management preferred.
• Spanish or Mandarin language skills preferred.

Benefits

• Dental insurance
• Health insurance
• Vision insurance
• Four (4) weeks of paid time off
• Fifteen (15) paid holidays inclusive of closing the office between Christmas and New Year's Day