Executive Assistant

Powerhouse Arts, Inc.; New York (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Employer-sponsored retirement plan

Generous paid vacation

Citibike membership

Job summary

Powerhouse Arts, a Brooklyn-based nonprofit, seeks an Executive Assistant to provide high-level administrative support to the President and Sr. Vice President. The role includes calendar management, board coordination, and event-related tasks within a dynamic, mission-driven organization.

You will engage with staff, artists, and partners, organize meetings, prepare materials, and maintain confidential records while contributing to Powerhouse Arts’ programs and community impact.

Qualifications

• Minimum of 5–8 years of administrative assistant experience, including 2+ years supporting senior executive leaders within a fast-paced nonprofit organization; an arts background is a plus.
• Highly organized and detail-oriented
• Proactive problem solver and communicator
• Solid written and verbal communication skills; excellent proofreading skills
• Significant experience writing and editing correspondence
• Demonstrated initiative and flexibility working both independently and as a member of a team, an accountable self-starter
• Flexible, creative, organized, thorough, and resourceful
• Fluent in G Suite, Microsoft Office Suite, Mac, and Dropbox platforms
• Comfortable using and/or learning communication and project management tools such as Asana,Zoom and Slack
• Previous experience supporting senior executives and managing complex calendars is preferred, as well as the ability to work well under pressure in a busy and dynamic environment

Responsibilities

• Provide high-level administrative support to the President and Sr. Vice President with daily administrative duties.
• Manage complex calendars, scheduling meetings, appointments, and complex and detailed travel arrangements and itineraries, while proactively identifying and addressing scheduling conflicts.
• Participate in planning meetings with the President and liaise with other staff, gathering and sharing information on behalf of and with the President, taking notes, and tracking follow-up action items and staff assignments
• Field all internal and external requests for meetings with the President and Vice President.
• Coordinate board meetings, draft agendas, prepare presentations, and ensure the President and Vice President are prepared with relevant material and information in advance of meetings.
• Maintain President’s contacts and update institutional databases; ensure regular upkeep of information, including data clean-up, address updates, and other data entry as necessary.
• Assist with Executive and board projects, including preparing presentations for meetings, speaking engagements, and other meeting materials.
• When needed and appropriate, facilitate sharing of materials between staff and other departments.
• Handle administrative details independently, while exercising good judgment in keeping the President and team members adequately informed.
• On special occasions order lunch for guests of the executive team, ensuring conference rooms are ready for guest with refreshments
• Greets guests of the leadership team, escorting them to meeting locations
• Gives tours of the workshops and event spaces to guests, as needed
• Support exhibitions team with admin support, including preparing loan letters, maintaining exhibition checklists, and coordinating correspondence with artists and external partners.
• Coordinate and manage business card orders, as needed
• Manage special projects as assigned by the executive team
• Act as main liaison for board members, facilitating organization of quarterly meeting scheduling, and communicating special board member details and needs to President and Development Director
• Provide administrative and strategic support regarding Board matters; schedule and attend all Board Meetings, prepare minutes and agendas, note and track follow-up action items.
• Maintain accurate and up-to-date records of board items and data; edit narratives explaining the scope of work of Board Resolutions.
• Maintain discretion and confidentiality regarding all Board and Executive Committee Members.
• Establish excellent working relationships with the Chairman and Members of the Board of Directors in verbal, written, and electronic correspondence

Skills

Administrative experience

Executive support

Strong communication

Proofreading

Written correspondence

Independent worker

Tools

G Suite

Microsoft Office

Mac

Dropbox

Asana

Zoom

Slack

Job description

Powerhouse Arts (PHA) is a not-for-profit organization committed to creative expression. Located in a purpose-built facility in Brooklyn, PHA convenes an extended network of art and fabrication professionals and educators who co-create and share artistic practices vital to the well-being of artists and the communities to which they belong. PHA offers fabrication programs in ceramics, print, and public art; alongside membership studios in ceramics and at MGC Community Print Studio, textile workshop, The Alpha Workshops; and spaces for education, events, and public engagement.

Powerhouse Arts is a not-for-profit organization committed to creative expression. Housed in a purpose-built-facility in Brooklyn, the organization hosts an extended network of art and fabrication professionalsand educators who work together to co-create and share artistic practices vital to the well-being of artistsand the communities to which they serve. Our facilities house fabrication services, production services,production spaces, and member workshops for artisans. In 2025, PHA has welcomed in thousands ofpatrons as the building becomes a center for art and performance.

As the organization continues to grow and expand its impact, Powerhouse is seeking an ExecutiveAssistant to provide executive, high-level administrative support to the President, and the Sr. VicePresident. This role with provide support including calendar management for internal and externalmeetings, board and committee coordination and ad hoc support for events, and communications. Theideal candidate will be highly organized, detail-oriented, an excellent communicator, and will beenthusiastic about Powerhouse’s mission.

Responsibilities include, but are not limited to:

• Provide high-level administrative support to the President and Sr. Vice President with daily administrative duties.
• Manage complex calendars, scheduling meetings, appointments, and complex and detailed travel arrangements and itineraries, while proactively identifying and addressing scheduling conflicts.
• Participate in planning meetings with the President and liaise with other staff, gathering and sharing information on behalf of and with the President, taking notes, and tracking follow-up action items and staff assignments
• Field all internal and external requests for meetings with the President and Vice President.
• Coordinate board meetings, draft agendas, prepare presentations, and ensure the President and Vice President are prepared with relevant material and information in advance of meetings.
• Maintain President’s contacts and update institutional databases; ensure regular upkeep of information, including data clean-up, address updates, and other data entry as necessary.
• Assist with Executive and board projects, including preparing presentations for meetings, speaking engagements, and other meeting materials.
• When needed and appropriate, facilitate sharing of materials between staff and other departments.
• Handle administrative details independently, while exercising good judgment in keeping the President and team members adequately informed.
• On special occasions order lunch for guests of the executive team, ensuring conference rooms are ready for guest with refreshments
• Greets guests of the leadership team, escorting them to meeting locations
• Gives tours of the workshops and event spaces to guests, as needed
• Support exhibitions team with admin support, including preparing loan letters, maintaining exhibition checklists, and coordinating correspondence with artists and external partners.
• Coordinate and manage business card orders, as needed
• Manage special projects as assigned by the executive team
• Act as main liaison for board members, facilitating organization of quarterly meeting scheduling, and communicating special board member details and needs to President and Development Director
• Provide administrative and strategic support regarding Board matters; schedule and attend all Board Meetings, prepare minutes and agendas, note and track follow-up action items.
• Maintain accurate and up-to-date records of board items and data; edit narratives explaining the scope of work of Board Resolutions.
• Maintain discretion and confidentiality regarding all Board and Executive Committee Members.
• Establish excellent working relationships with the Chairman and Members of the Board of Directors in verbal, written, and electronic correspondence

Qualifications

Powerhouse Arts is a safe, inclusive workplace for people of all backgrounds and walks of life. Westrongly encourage you to apply if you are from a marginalized or underrepresented group. The
requirements listed are guidelines, you don't have to satisfy every requirement or meet everyqualification listed. If 80% of what you read fits you, or if you have skills that are transferable.

• Minimum of 5–8 years of administrative assistant experience, including 2+ years supporting senior executive leaders within a fast-paced nonprofit organization; an arts background is a plus.
• Highly organized and detail-oriented
• Proactive problem solver and communicator
• Solid written and verbal communication skills; excellent proofreading skills
• Significant experience writing and editing correspondence
• Demonstrated initiative and flexibility working both independently and as a member of a team, an accountable self-starter
• Flexible, creative, organized, thorough, and resourceful
• Fluent in G Suite, Microsoft Office Suite, Mac, and Dropbox platforms
• Comfortable using and/or learning communication and project management tools such as Asana,Zoom and Slack
• Previous experience supporting senior executives and managing complex calendars is preferred, as well as the ability to work well under pressure in a busy and dynamic environment

Compensation & Benefits:

Salary range is $70,000-$80,000 and commensurate with experience.

• health insurance
• an employer-sponsored retirement plan
• generous paid vacation
• anda Citibike membership

Powerhouse Arts is an equal-opportunity employer. Applicants receive consideration without regard torace, age, ethnicity, religion, gender, national origin, disability, or any other basis prohibited by law. We're
committed to a diverse and inclusive workplace and strongly encourage applicants from all backgrounds.

For more information, visit: www.powerhousearts.org.

Powerhouse Arts is an equal opportunity employer. Applicants receive consideration without regard to race, age, ethnicity, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or any other basis prohibited by law. Powerhouse is committed to promoting a diverse and inclusive workplace and recognize the positive value of diversity.