Public Programs Assistant

The New York Historical; New York (NY); On-site; USD 47,000 - 58,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, vision insurance

403(b) retirement plan

Flexible spending accounts

Employee Assistance Program

Store discount

Free museum admissions

Job summary

The New York Historical is seeking a Public Programs Assistant to support the Senior Manager of Public Programs and the program management team. You will help plan, promote, market, and produce evening and daytime programs, including lectures, tours, seminars, and our History with David Rubenstein podcast, with occasional evening/weekend commitments.

This full-time role requires collaboration with cross-functional teams, strong writing, and attention to detail to ensure successful livestreaming

Qualifications

• Bachelor’s degree required in a related field.
• 1–3 years of event operations and/or marketing experience; nonprofit/cultural org preferred.
• Strong writing and editing skills required.
• Marketing and promotion experience strongly preferred.
• Proficient with MS Office, Google Suite, and video conferencing tools.
• Attention to detail and excellent organizational skills.
• Experience with database management preferred.

Responsibilities

• Assist in planning and implementing programs, handling audience and speaker support, registration, and front-of-house tasks.
• Oversee scheduling and communication for program volunteers; attend interdepartmental meetings.
• Assist with financial operations: speaker payments, reimbursements, and office supplies.
• Coordinate with Development and President’s office for VIP guest lists; draft on-stage introductions.

Skills

Communication

Writing

Organization

Marketing

Public programs

Interpersonal skills

Education

Bachelor's degree (Business, Communications, Journalism, Marketing, Arts Administration, History)

Tools

Microsoft Office

Google Suite

Teleconferencing software

Job description

REPORTS TO: Senior Manager of Public Programs

New York’s first museum, The New York Historical is a leading cultural institution documenting over 400 years of American history through a peerless collection of art, documents, and artifacts. Our offerings span groundbreaking exhibitions; acclaimed educational programs for teachers and students nationwide; and thought-provoking conversations among leading scholars, journalists, and thinkers about the past, present, and future of the American experiment. The New York Historical is a museum of museums and a collection of collections. We are home to the Patricia D. Klingenstein Library, the Center for Women’s History, the Reiss Family Graduate Institute for Constitutional History, the Dorothy Tapper Goldman Center for Teaching Democracy, the DiMenna Children’s History Museum, and the future American LGBTQ+ Museum. We elevate the perspectives and scholarship that define the United States’ democratic heritage and challenge us all to shape our ongoing history for the better.

JOB SUMMARY

The New York Historical’s Department of Public Programs is seeking a Public Programs Assistant responsible for assisting the Senior Manager of Public Programs and the program management team in the planning, promotion, marketing, and production of evening and daytime public programs throughout the calendar year, including virtual and onstage lectures, conversations, and performances; onsite and offsite tours; virtual and onsite seminars; and other institutional program support, as needed. The Public Programs Assistant will also assist with the successful execution of livestreaming operations and will serve as an integral member of the production team for the museum’s podcasting and television series, History with David Rubenstein.

This is a full-time position, which will require evening work 2-4 times per week as well as on select weekend dates.

ESSENTIAL JOB DUTIES

Assist in Planning and Implementing Programs

• Assist in management of evening events, walking tours, and weekend programs. This includes but is not limited to: providing audience and speaker assistance; front-of-house management; registration, auditorium, and book signing set-up; overseeing volunteers; audience Q&A facilitation; and other related duties;
• Oversee scheduling and communication for roster of program volunteers;
• Attend logistics, attendance, and other interdepartmental meetings;
• Assist with financial operations of department, including payment of speakers and vendors, expense reimbursements, and office supply orders;
• Communicate with the Development Department and President’s office to manage list of VIP guests for public programs;
• Draft on-stage program introductions;

Managing Ticketing Software for Department

• Serve as department contact person for public programming and handle processing problems. Monitor the status of sales for each program, including review of daily sales wrap reports;
• Package invoices for select funded series and report expenditures to Development Department;
• Maintain records of tickets donated back to museum and submit to Development Department;
• Generate sales report and guest lists.

Program Development and Marketing

• Assist with researching books, authors, films, and speakers;
• Assist with the drafting of program descriptions for printed and virtual marketing materials. Assist in gathering information from collaborators, publishers, and speakers, including headshots, speaker biographies, and books and related materials;
• Review and edit all text and copy for publications, enews mailings, and other marketing material;
• Lead program marketing and outreach for select programs, including organizing and coordinating outreach and publicity efforts with New York Historical’s External Affairs team and conducting independent campaigns.

Department—Office Administration

• Assist with the department’s online audio and video presence, including coordinating with video crews for filmed programs, and collaborating with the web team to archive and upload recorded events;
• Assist in the management of program events and prepare periodic status reports on projects for the Senior Manager of Public Programs;
• Respond to public inquiries via telephone and the internet. Field inquiries from publishers, authors, and others interested in presenting programs;
• Act as contact person and maintain database for docents and other complementary ticket holders;
• Perform other duties as assigned.

REQUIREMENTS

• Bachelor’s degree with a major in any of the following: Business, Communications, Journalism, Marketing, Arts Administration, History, or related field.
• Demonstrated ability to successfully handle a variety of administrative duties and work creatively under pressure;
• One to three years of event operations and/or marketing experience; experience with a cultural organization or non-profit preferred;
• Strong writing and editing skills required;
• Experience in marketing and promotion strongly preferred;
• Proficient computer skills, including Microsoft Office, Google Suite, teleconferencing software;
• Successfully demonstrated attention to detail and excellent organization skills;
• Experience with database management preferred;
• Knowledge of public programs at other cultural institutions preferred;
• Ability to complete projects, both on a team and individually, in a fast-paced environment;
• Excellent interpersonal and oral communications skills to respond to internal and external inquiries;
• Ability to handle situations with grace and diplomacy;
• Ability to anticipate problems and present solutions quickly;
• Confidence to work with program talent and to assign and manage volunteer assignments and support staff.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.

This position will require the employee to lift (up to 25 lbs.), bend, stoop, walk, speak and stand for up to 5 hours in a day. Sedentary computer work is also required.

COMPENSATION & BENEFITS

The expected salary for this position is $52,500.

The New York Historicalprovides a generous benefits package for eligible employees to support their health and wellbeing, which includes:

• Paid time off, including vacation, sick and personal days, and holidays observed by the Museum;
• Medical, dental, vision and life insurance;
• Short and long-term disability coverage options;
• 403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
• Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
• Employee Assistance Program for all employees and their families;
• 20% discount at the NYHistory Store,Café Clara and Clara restaurant, located within the Museum;
• Free admission to various museums and cultural institutions across the city.

The New York Historical is an Equal Opportunity Employer.