Executive Assistant

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.

As the organization continues to grow and expand its impact, Powerhouse is seeking an Executive Assistant to provide executive, high-level administrative support to the President and the Sr. Vice President. This role will provide support including calendar management for internal and external meetings, board and committee coordination, and ad hoc support for events and communications. The ideal candidate will be highly organized, detail-oriented, an excellent communicator, and will be enthusiastic 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 the 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
• Board Liaison: 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. We strongly 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 every qualification listed. If 80% of what you read fits you, or if you have skills that are transferable, please apply.
• 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