Arts Nonprofit Admin & Governance Specialist

ArtTable, Inc.; New York (NY); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health, dental, vision insurance

403b retirement plan with matching

Job summary

ArtTable, Inc. is seeking an Administrative Assistant to support the Executive Director and cross-functional teams. The role covers office management, executive administration, governance support, and communications, with a clear development path after one year.

The position is hybrid, with in-office Tuesdays and Wednesdays. Candidates should hold a bachelor’s or associate degree and demonstrate strong organizational, CRM, and communications skills.

Qualifications

• A bachelor's degree, or an associate's degree with two years of relevant prior work experience in administrative roles, is required.
• Strong oral and written communication skills to obtain and accurately and grammatically convey information.
• Visual communication skills sufficient to produce compelling and aesthetically impactful presentations, diagrams, and communications materials.
• Exceptional attention to detail and an equal aptitude for data accuracy and integrity.
• Ability to work independently as well as collaboratively with staff, Board members, and occasionally volunteers.
• Ability to work in a dynamic, flexible environment in a very planned, organized, and strategic manner.
• Demonstrated ability to work with and master CRM information and software systems. Experience with Neon CRM is a plus.
• Strong proficiency with Mac operating systems and Google Workspace, Sheets, and Docs.
• Proficiency in Canva, Asana, Illustrator, Photoshop, InDesign, or similar design programs is preferred.
• Experience with WordPress for website updates and content management is preferred.
• Knowledge of the visual arts and a strong interest in building a career in an arts nonprofit environment are preferred.
• Ability to maintain a work environment consistent with the handling of confidential departmental, donor, and employee information.
• Ability to work occasional holidays, weekends, and evenings as well as off-site as needed, particularly during benefit season.

Responsibilities

• Coordinate and provide administrative support on projects and initiatives, including developing and implementing plans, coordinating efforts, maintaining systems, tracking progress, preparing reports, facilitating communication, and following up on action items.
• Coordinate and attend weekly staff meetings; take detailed notes and assign and track follow-up items as appropriate.
• Maintain and track the annual and monthly schedule for office and administrative activities; coordinate as directed by the Executive Director and ensure timely completion.
• Maintain an FAQ of office and administrative procedures and share with staff.
• Manage mail sorting, logging, and delivering.
• Manage office supplies and budget; track inventory in supply cabinets and reorder supplies as needed and approved by the Executive Director.
• Manage office equipment and hardware (copiers, printers, computers, etc.); track inventory and status and coordinate necessary maintenance, repairs, acquisition, and disposal. Software and technology vendors are managed by the Administrative and External Affairs Manager.
• Process incoming receipts and bills (payables) into the bookkeeping application for ArtsPool.
• Enter and update member, donor, and contact records in Neon CRM, following the data standards set by the Administrative and External Affairs Manager.
• Arrange for shipping as needed (correspondence, sales, Annual Benefit, etc.).
• Maintain day-to-day hard copy and digital files following the shared Drive structure, and support the Administrative and External Affairs Manager with filing, scanning, and cataloging for the archives as needed.
• All other office and administrative support duties as assigned.
• Executive administration duties including calendar management, travel plans, meeting materials, and confidential matters.
• Governance duties including Board meetings logistics, minutes, and compliance.
• Communications support including website updates and newsletters.

Skills

Communication

Attention to detail

Independent worker

Team collaboration

Neon CRM

Mac OS

Google Workspace

Visual design

Education

Bachelor's or Associate degree

Tools

Neon CRM

WordPress

Canva

Asana

Illustrator

Photoshop

InDesign

Job description

ArtTable, Inc. is seeking an Administrative Assistant to support the Executive Director and cross-functional teams. The role covers office management, executive administration, governance support, and communications, with a clear development path after one year.

The position is hybrid, with in-office Tuesdays and Wednesdays. Candidates should hold a bachelor’s or associate degree and demonstrate strong organizational, CRM, and communications skills.