Administrative Partner

Job Title: Administrative Partner

Location: Hybrid - New York City required

Reports to: Executive Director

Works closely with: Strategic Projects & Executive Support Manager; IndieSpace staff as needed

Salary: $65,000 annually + benefits + bonus pool access

Status: Full-time, exempt

Why This Role Matters

The Administrative Partner is a central, trusted member of IndieSpace’s team - the person who helps turn vision into action by ensuring the day-to-day flow of the organization works smoothly, thoughtfully, and with care.

This role is a close partner to the Executive Director, providing high-level administrative support, anticipating needs, and helping create the conditions for strong leadership, effective collaboration, and meaningful community engagement. When this role is working well, meetings are purposeful, information is easy to find, artists feel welcomed, and the team can stay focused on the work that matters most.

As IndieSpace grows - especially with the opening of our physical space in Hell’s Kitchen - this role will also be increasingly visible and relational, supporting in-person events, welcoming artists and partners, and helping bring IndieSpace’s values to life in the room.

About IndieSpace

IndieSpace exists to center independent theater makers and ensure they have access to the resources, real estate, and advocacy needed to thrive in NYC’s creative ecosystem. We focus on removing barriers for historically excluded artists through programs grounded in equity, transparency, and collaboration.

About the Role

The Administrative Partner is primarily dedicated to supporting the Executive Director and also serves as a reliable, flexible resource for the broader team during high-volume periods, major events, and organizational milestones.This role blends:

• Executive-level administrative partnership
• Operational follow-through
• Front-facing presence with artists and community
• A deep sense of care for how people experience working with IndieSpace

You are someone who keeps things moving, notices what’s needed before it’s asked for, and is genuinely excited to jump in and help.

Core Responsibilities

Executive Director Partnership

• Serve as a close administrative partner to the Executive Director
• Manage calendars, scheduling, meeting logistics, and follow-up, including maintaining accurate calendar entries and updating the org-wide team calendar as directed.
• Coordinate travel, lodging, and related logistics
• Anticipate needs, flag conflicts, and help prepare for upcoming meetings, deadlines, and moments of visibility
• Support purchasing and coordination for meetings, events, and organizational needs (materials, supplies, gifts, etc.)
• Hold a weekly planning check-in with the Executive Director to review priorities, upcoming meetings, deadlines, and ensure alignment on next steps.

Meetings & Information Flow

• In partnership with the Project Manager, prepare meeting agendas, materials, notes, and action summaries
• Ensure meetings are well-organized and translate into clear next steps, including maintaining accurate and detailed calendar event descriptions with relevant context, materials, attendee expectations, and objectives - particularly when cross-functional team members are required to attend.
• Distribute agendas in advance and notes promptly after meetings
• Track follow-ups and surface reminders so things don’t fall through the cracks

Administrative & Documentation Stewardship

• Maintain organized internal documentation, notes, and shared resources
• Keep shared drives, folders, and files clean, intuitive, and up to date
• Update templates, trackers, and reference materials as needed
• Act as a steward of institutional knowledge - helping ensure information is accessible, and decisions are documented
• Monitor and manage the organization’s general inbox, including triaging incoming inquiries, responding as appropriate using approved templates and tone, routing messages to the appropriate staff member, and tracking follow-ups to ensure timely and complete responses.

Team & Operations Support

• Provide administrative support to team members as needed, especially during busy periods
• Assist with onboarding logistics (access, scheduling, orientation materials)
• Support vendor coordination and invoice tracking by collecting required documentation, monitoring invoice status, and routing items to the appropriate staff lead or finance support to ensure timely processing and follow-through.
• Serve as backup administrative support for events, grant cycles, and time-sensitive needs

In-Person & Community Presence

• Be present in person for meetings, events, and key moments as needed
• Expect an increase in in-person engagement once IndieSpace’s Hell’s Kitchen space opens (anticipated ~3 days/week)
• Support on-the-ground logistics for events - in-person events are all hands on deck
• Enjoy interacting with artists, partners, and collaborators as part of IndieSpace’s public-facing work

Key QualificationsYou will thrive in this role if you:

• Have 2–3 years of experience in administrative, operations, or executive support roles
• Are highly detail-oriented and take pride in accurate records, clean documentation, and organized files
• Are comfortable supporting senior leaders with scheduling, meeting logistics, and follow-up
• Are confident using Google Workspace (Docs, Sheets, Calendar, Drive) and shared tracking tools
• Can follow established systems and keep them running smoothly over time
• Are reliable, responsive, and consistent - people can count on you to close loops and keep things tidy
• Communicate clearly and professionally, both written and verbal
• Are comfortable taking direction and clarifying expectations before proceeding
• Can manage multiple small tasks without losing track of details
• Comfortable shifting between behind-the-scenes work and front-facing moments
• Demonstrates strong discretion and sound judgment in handling confidential and sensitive information.
• Comfortable operating in a growing organization where priorities may shift, while maintaining clear, consistent systems and strong organizational discipline.
• Excited to be in person when needed and part of a growing physical space
• Grounded in equity, care, and collaboration

Who You Are (and How We Work)

Like an indie theater company, we get a lot done with limited resources - and a lot of heart. To thrive here, you’ll need to love the creative chaos that comes with building something meaningful.You’re comfortable trying new things, learning by doing, and occasionally failing forward. You’re highly organized, can balance the “now” and the “next,” and bring calm clarity to shifting priorities. You might even be the kind of person who adds finished tasks to your to-do list just to cross them off (we get it).You’ll do your best work in a flexible, hybrid environment where trust and communication matter. As IndieSpace’s physical space opens and our community work grows, this role will include more in-person collaboration, relationship-building, and presence. We’re looking for someone who’s energized by that - someone who’s excited about being in community, showing up when it matters, and helping bring our work to life both online and in the room.

We over-communicate, we check in, and we lead with care for our community and each other.

We’re looking for people who are:

• Empathetic: You lead with understanding and care.
• Resilient: You adapt with grace while maintaining healthy boundaries.
• Humble: You own mistakes and share credit freely.
• Collaborative: You value partnership and trust others to do their part.
• Curious: You love learning and making space for other perspectives.
• Organized: You juggle multiple priorities with calm focus.
• Strong Communicators: You write and speak clearly and with heart.
• Proactive & Flexible: You’re comfortable jumping in when extra hands are needed, adjusting priorities as work evolves, and helping keep momentum during busy or time-sensitive moments.
• Future-Oriented: You think a step ahead - anticipating needs, flagging risks or opportunities early, and helping leadership prepare before things become urgent.
• Committed to Equity & Justice: You’re grounded in anti-racism and social justice principles.

Compensation & Hours

• Salary: $65,000 annually + benefits + bonus pool access.
• Hours: Full-time, 40 hours per week. Occasional evening or weekend hours may be required for events, with schedule flexibility to balance time accordingly.
• Classification: Exempt
• Location: Hybrid (NYC-based required)

We believe in transparency around compensation. This role is budgeted intentionally to reflect the value of strong administrative partnership, documentation stewardship, and operational continuity.As IndieSpace continues to grow, there may be opportunities for role evolution, increased responsibility, and corresponding compensation adjustments.

What We Offer

We care about the people who power this work. Benefits include:

• Employer-sponsored health plans
• Employer-offered retirement plan option (401k/403b)
• Paid Family Medical Leave
• Flexible PTO and holidays
• Seasonal office closures for administrative staff at designated times throughout the year
• Monthly wellness and internet stipends
• Annual theater ticket stipend
• Paid professional development opportunities
• Parental and caregiver leave inclusive of all family structures
• Annual staff retreat (in-person, with participation expectations aligned to role and location)
• Regular virtual team gatherings to ensure remote staff feel included and connected

As we refine our hybrid practices, we’re committed to ensuring benefits remain equitable across remote and in-person staff. Where a benefit applies only to one group, we will identify a meaningful parallel for the other.

Application Process

Please submit your application no later than April 17th, 2026.

Our Commitment to Inclusion

IndieSpace is an equal opportunity employer and actively seeks to build a team that reflects the artists and communities we serve. We encourage applicants from underrepresented backgrounds, including BIPOC, LGBTQIA+, d/Deaf, disabled, caregivers, and those from nontraditional work paths.We’re committed to providing reasonable accommodations throughout the hiring process. Please let us know what support would help you participate fully.Research shows that women and people of color often apply only if they meet 100% of the listed qualifications. If you meet most of these criteria and are excited about the work, we would love to hear from you.

Black Lives Matter

IndieSpace stands in solidarity with our Black theater-making community-artists, audiences, and neighbors. We recognize that our organization, and the theaters we support, benefit from systems that have historically excluded Black artists from realizing their visions and owning property. We are committed to shifting those power dynamics through free services, advocacy, and active redistribution of resources.

Our work is ongoing, and our staff and board are intentionally evolving our goals and programs to address systemic barriers to Black artists and theater-makers.

If you have any questions, please contact [email protected]

Pay: $65,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Paid time off
• Parental leave

Work Location: Hybrid remote in Astoria, NY 11103