Temporary Executive Assistant to the Executive Director

The Public Theater; New York (NY); On-site; USD 34,000 - 49,000; Full time

Job summary

The Public Theater in New York, NY seeks a Temporary Executive Assistant to the Executive Director to provide full-time, on-site administrative support. The role focuses on calendar management, correspondence, travel, expenses, ticketing, and meeting logistics for the Executive Director.

This limited-duration position supports the leadership during a leadership search and transition and may involve evening and weekend duties for donor and board events.

Qualifications

• On-site five days per week at 425 Lafayette Street, with possible occasional work-from-home designated by supervisor.
• Prior experience as an executive assistant supporting a senior leader, ideally in a nonprofit or cultural organization.
• Exceptional discretion with confidential and time-sensitive information.
• Strong written communication skills and close attention to detail.
• Ability to work evenings and weekends as needed for donor and board events.
• Proficiency with Outlook, Word, and Excel; Tessitura experience a plus.

Responsibilities

• Own and manage the Executive Director's calendar, coordinating appointments and meetings with internal and external groups.
• Draft and manage the Executive Director's correspondence, including daily wrap-ups and review of draft communications.
• Coordinate donor communications and engagement in collaboration with the Development Department; support donor visits and events.
• Provide on-site support for all in-person and hybrid meetings, including setup for virtual participation and catering arrangements.
• Arrange all travel for the Executive Director; maintain files, submit invoices, and prepare expense reports.
• Support external engagements such as lecturing, teaching, and board affiliations.
• Additional duties as assigned.

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Temporary Executive Assistant to the Executive Director

New York, NY, US

TEMPORARY EXECUTIVE ASSISTANT TO THE EXECUTIVE DIRECTOR Full-time Temporary, Non-Exempt Available Immediately

SUMMARY

Reporting to the Deputy Chief of Staff, the Executive Assistant to the Executive Director provides full-time, on-site, dedicated administrative support to the Executive Director, managing his calendar, correspondence, travel, expenses, ticketing, and in-person meeting logistics.

This is a limited-duration position created to increase capacity in the Executive Office while the Administrative Chief of Staff and Deputy Administrative Chief of Staff support the search for The Public's next Artistic Director. The position is expected to continue through the conclusion of the search and transition; The Public may re-evaluate the role at that time.

KEY RESPONSIBILITIES

CALENDAR & SCHEDULING

• Own and manage the Executive Director's calendar, ensuring priorities are appropriately reflected and time is used effectively.
• Schedule appointments and coordinate meetings with external and internal groups.
• Ensure the Executive Director is prepared for all meetings, including compiling relevant background materials.
• Keep track of post-meeting follow-up items and communicate next steps to relevant internal teams.
• Provide scheduling and administrative support to the Administrative Chief of Staff on an as-needed basis.

CORRESPONDENCE & DONOR ENGAGEMENT

• Manage the Executive Director's correspondence, reading and prioritizing email and determining what can be handled independently.
• Write daily wrap ups for the Executive Director, highlighting day-of calendar items to note and flagging draft correspondence to review.

During periods when the Deputy Administrative Chief of Staff is on leave or on PTO:

• Draft correspondence on the Executive Director's behalf.
• Coordinate donor communications and engagement activity in collaboration with the Development Department.
• Support the Executive Director at donor visits and special events, including evenings and weekends as needed.

OPERATIONS

• Provide on-site support for all in-person and hybrid meetings (internal and external), such as escorting visitors or groups from the lobby to the administrative offices, keeping staff informed if meetings are running late, setting up Teams/Zoom for virtual participants and screen sharing, and arranging catering as needed.
• Manage all ticket requests coming through the Executive Director or his direct reports for Public Theater productions, as well as external requests.
• Arrange all travel for the Executive Director.
• Maintain files, submit invoices, and prepare expense reports.
• Support the Executive Director's external engagements, including lecturing, teaching, and board affiliations.
• Additional duties as assigned.

REQUIREMENTS & QUALIFICATIONS

• This role is expected to be on-site at 425 Lafayette Street five days per week; the employee may occasionally work from home at times designated by the Deputy Administrative Chief of Staff.
• Prior experience as an executive assistant supporting a senior leader, ideally in a nonprofit or cultural organization.
• Exceptional discretion with confidential and time-sensitive information.
• Strong written communication skills and close attention to detail.
• Comfortable working evenings and weekends as needed for donor and board events.
• Proficiency with Outlook, Word, and Excel; Tessitura experience a plus.

COMPENSATION

This is a non-exempt, temporary, full-time position, according to the Fair Labor Act with an hourly rate of $30, which is annualized at $62,400. The overtime rate is $45. Plus Benefits.

The Public is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.