Executive Assistant to CDO

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ABOUT PARK AVENUE ARMORY

Part American palace, part industrial shed, Park Avenue Armory is dedicated to supporting unconventional works in the visual and performing arts that need non-traditional spaces for their full realization, enabling artists to create, students to explore and audiences to experience epic and adventurous presentations that cannot be mounted elsewhere in New York City. Park Avenue Armory provides opportunities for employees to enrich and develop their love of the arts while contributing their specific skills, expertise, and talents.

THE POSITION

The Executive Assistant to the Chief Development Officer (CDO) provides administrative and logistical support to the Chief Development Officer and oversees departmental administrative and financial work, ensuring communication and collaboration between the Individual Giving, Institutional Giving, and Special Events Teams. The Executive Assistant to the CDO also serves as a liaison to the Armory's Board of Directors and its committees.

Due to the nature of this role and interaction with staff across the organization, this is a fully on-site role.

KEY RESPONSIBILITIES

• Administrative Management
  • Provide administrative support to the CDO, including calendar and task management, email management, meeting coordination and scheduling, travel booking and assistance, and personnel coordination.
  • Draft correspondence, agendas, and acknowledgments.
  • Coordinate scheduling and preparation for Development departmental meetings.
  • Provide oversight, support, and coverage for the Development team as needed.
  • Provide administrative support to the Office of the President, as needed.

• Financial Management
  • Financial Management for the CDO, including managing corporate credit card usage, receipt management, and the coding, approval, and submission of expense reports.

• Donor Support
  • Support CDO in efforts to cultivate and steward relationships with major donors and prospects including scheduling meetings, preparing materials and presentations, and tracking action items and progress against relevant relationships.
  • Serve as point of contact and liaison to high level donors.
  • Manage ticketing concierge service for Board members, Major Donors, Season Sponsors, and other VIP ticket requests. Ticket management includes:
    • In collaboration with CDO, Individual Giving Team, and Database Manager, developing a schedule of ticket requests for the Programming Season for development events and donor fulfillment programs.
    • Coordinating with Marketing and Box Office Teams to manage inventory of tickets, VIP holds, comps, etc.
    • Coordinating with the Box Office to provide individualized ticketing assistance to secure the best seating locations, consistent with any special needs or preferences.

• Board Liaison
  • Act as primary logistics liaison to the Armory Board of Directors, including preparing and sending notices, and keeping attendance.
  • Coordinate calendar availability for meetings of the Board of Directors and its committees.
  • Take and generate minutes for Board meetings and prepare drafts on behalf of the Corporate Secretary.
  • Maintain Board distribution lists and contact information and send out and track Conflict of Interest Forms.
  • Maintain a list of Board Committees memberships.
  • Work with the Founding President and Executive Producer to review and maintain by-laws and other governance documents.

SKILLS & QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function to a high professional standard. The requirements listed below are representative of the knowledge, skill, and/or ability required. Ideal candidates will be organized, motivated, high-energy, hands-on self-starters who work well within a fast-paced environment.

• Proven skill in handling diverse constituencies, managing multiple tasks and projects simultaneously, and excelling in complex environments with rapidly changing priorities and competing deadlines.
• Knowledge of basic fundraising principles and donor relations.
• Intellectual depth, maturity, and interpersonal skills to foster the trust and confidence of leadership, Board members, and donors.
• Superior written and oral communication skills, ability to write and speak in clear and compelling ways, and to articulate the goals, mission, and values of the Armoy.
• Excellent problem-solving skills and attention to detail.
• This position requires on-site presence 5 days a week and a willingness to work weekends and evenings as necessary.
• Strong proficiency in the Microsoft Office Suite, including Outlook, Word, Excel, Teams/SharePoint, and PowerPoint, as well as in internet research; Tessitura experience is a plus.

EDUCATION & EXPERIENCE

• 5+ years of experience as an Executive Assistant, specifically at the CDO or Executive Director level.
• Deep knowledge of, or experience working in, the performing arts or a cultural organization.
• A bachelor's degree in a relevant field is desirable or the equivalent combination of experience sufficient to successfully perform essential functions of the job.

COMMITMENT TO DIVERSITY, EQUITY & INCLUSION

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this job posting describes you, then please apply for this role.

Park Avenue Armory provides equal opportunity to all employees and applicants for employment without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, mental or physical disability, pregnancy, alienage or citizenship status, marital status or domestic partner status, genetic information, genetic predisposition or carrier status, gender identity, HIV status, military status and any other category protected by law in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, lay-off and termination, and all other terms and conditions of employment.