Assistant to the Executive Director and Business Administrator

New Jersey Department of Children and Families; New York (NY); On-site; USD 75,000 - 85,000; Full time

Job summary

Join a mission-driven organization dedicated to the study and appreciation of art. As an Assistant to the Executive Director, you will play a crucial role in supporting the Foundation's goals through effective communication and administrative excellence. This position requires a proactive individual with a strong track record in organizational support, who thrives in a collaborative environment. Your contributions will help maintain the Foundation's operations and enhance its outreach efforts. If you are detail-oriented and passionate about the arts, this is your opportunity to make a meaningful impact.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Commuter Benefits

Paid Sick Leave

Holidays

Vacation

Qualifications

• 5-7 years of experience in administrative roles, preferably as an Executive Assistant.
• Exceptional organizational and interpersonal skills to deal with high-level professionals.
• Proficient in online research and various software tools.

Responsibilities

• Manage information flow to and from the Executive Director effectively.
• Assist with planning and administration of Foundation initiatives.
• Make travel arrangements and manage calendars for the Executive Director.

Skills

Administrative Support

Written Communication

Organizational Skills

Research Skills

Interpersonal Skills

Time Management

Confidentiality

Mathematical Skills

Education

Bachelor's degree in Arts and Business Administration

Bachelor's degree in Art History

Bachelor's degree in Visual Arts

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Photoshop

FileMaker Pro

Job description

The Willem de Kooning Foundation is a not-for-profit, artist-endowed foundation whose mission is to foster the study and appreciation of Willem de Kooning’s life and work through research, exhibitions, and educational programs. Please visit our website for further details, www.dekooning.org.

Job Description: The Foundation seeks a highly organized, discreet, and attentive individual to fill the position of Assistant to the Executive Director (ED) and Business Administrator (BA). The Assistant serves as the point of contact for all matters pertaining to the ED to support the advancement of the Foundation’s goals and objectives, while working with the BA toward the optimization of operations. Candidates must enjoy working within a small, team-based environment that is mission-driven and strongly focused on research, education, and preservation. The atmosphere is collaborative yet quiet. The successful applicant will have a proven track record of excellence in administrative and organizational support, written and verbal communication, and basic research (be it toward locating the best terms for travel or writing news entries for the website), as well as the ability to deal with confidential matters with complete discretion. One with sound judgment, who is proactive, a good listener, has solid time management skills to handle multiple responsibilities, and can work under pressing deadlines, will be an appreciated asset to the Foundation. Reflecting the tone and voice of the Foundation through all communications and developing a deep understanding of Willem de Kooning and his oeuvre is essential and will be expected to develop with time. The Assistant may be directed by leadership to assist other staff members for the benefit of the overall workflow of the Foundation.

Roles and Responsibilities:

• Manage information flow to and from the ED in a timely and accurate manner, keeping ED well informed of internal affairs, upcoming commitments, responsibilities, and art-related events, following up appropriately.
• Act as a point of contact for staff members, researchers, and other external partners, greeting and assisting guests of the ED. Support presentations and meetings by conducting research, organizing documentation, taking on hosting responsibilities, and taking minutes, as needed.
• Assist with the planning and administration of Foundation initiatives, including grant administration, working with and under the direction of the ED and BA.
• Manage calendars and set up meetings, zoom, and conference calls.
• Make travel and accommodation arrangements.
• General assistance: Screen and direct phone calls, distribute mail and correspondence for the Foundation generally and for the ED specifically. Stock supplies. Conduct vendor research.
• Assist the BA with the processing of invoices and receipts related to the ED’s business expenses and generally for the Foundation.
• Maintain the ED’s contacts, files, and correspondence, as well as the Foundation’s mailing list and administrative files.
• Prepare the Foundation’s external communication, including website updates, invitations and announcements.
• Keep track of Foundation activities and accomplishments as a part of assisting with the preparations for Board meetings.

Qualifications:

• Bachelor’s degree or higher in Arts and Business Administration, Art History, Visual Arts, or related fields, with at least 5 – 7 years of relevant professional experience, such as experience as an Executive Assistant, Personal Assistant, or similar supporting role.
• Excellent interpersonal skills, diplomacy in dealing with high-level professionals including Board of Directors.
• Excellent writing, listening, and proofreading skills.
• Exceptional organizational abilities.
• Detail oriented, with fastidious work habits to work effectively within our specialized systems.
• Must be mathematically inclined and comfortable working with numbers.
• Independent initiative with the ability and willingness to take direction and work with others.
• Ability to prioritize multiple tasks and work accurately under pressure and deadlines.
• Ability to maintain strict confidentiality.
• Proficiency in online research, Outlook, Windows, Word, Excel, Power Point and Adobe Acrobat a must.
• Experience with Photoshop and FileMaker Pro or other art database is preferred.

Prospective candidates must be available to work in person, five days per week during the Foundation’s office hours (Monday through Friday, 9:30 AM to 5:30 PM), with additional time worked outside of office hours as needed. This position will be performed onsite at the Foundation’s New York City office on the Upper East Side.

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.

Starting salary commensurate with experience, in the range of $75,000 - $85,000. Comprehensive benefits package, including health, dental and vision insurance, retirement plan, commuter benefits, paid sick leave, holidays and vacation.

Interested parties should submit a cover letter demonstrating their writings skills while detailing their experience and interest in the position along with their resume and 3 professional references to [e-mail]. Candidates should indicate where they found our posting. Deadline for submission is May 21, 2025.

The Willem de Kooning Foundation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth and medical conditions related to pregnancy, childbirth or breastfeeding), sexual orientation, sex stereotyping (including assumptions about a person’s behavior or appearance, gender roles, gender expression, or gender identity), gender, national origin, age, disability, marital status, military or veteran status, citizenship, genetic information (including predisposing genetic characteristics), familial status, caregiver status, domestic violence victim status, unemployment status, natural hairstyles, on the basis of sexual and other reproductive health decision-making (including, but not limited to, a decision to use or access a particular drug, device or medical service), physical height or weight, or status in any group or class protected by applicable federal, state or local law (“Protected Characteristics”). We interpret these protected statuses broadly to include both the actual status and any perceptions and assumptions made regarding these statuses.

We look forward to receiving your application.