Department: Executive Office
Reports to: Board and Donor Liaison & Special Assistant to the Executive Director
The International Center of Photography (ICP) is the world’s leading institution dedicated to photography and visual culture. Through our exhibitions, education, public programs, and community outreach, we offer an open forum for dialogue about the power of the image. Since our founding in 1974, we have presented more than 700 exhibitions and offered thousands of classes, providing instruction at every level. Our new integrated center on the Lower East Side reunites our school and museum in one space to become the cultural anchor of Essex Crossing.
The Administrative Assistant supports functions of the Executive Office, Senior Staff and works closely with the Board and Donor Liaison & Special Assistant to the Executive Director (ED). This position handles all administrative tasks for the Executive Director including calendar management and scheduling, managing the ED’s contact lists, and reconciling invoices/receipts with a special focus on internal scheduling and agendas for the ED’s meeting with senior staff. Additionally, this role will work closely with other senior staff across the organization and must have experience as an administrator with exceptional organizational, multitasking, interpersonal, and communication skills. This is a highly visible position in support of the ED and with notable interaction with the ED, Trustees, donors, senior staff, artists, media, vendors, students, and the general public.
Essential Functions and Duties:
- Manage Executive Director's schedule, acting as main point of contact for all internal requests and meetings.
- Work closely with the Board and Donor Liaison & Special Assistant to the ED to support all calendar/scheduling functions for the ED.
- Assist in the preparation of all Board and Board Committee meetings, including responsibility for recording, writing, and editing all meeting minutes.
- Reconcile all receipts and invoices on behalf of the ED, including monthly American Express bill.
- Submit additional invoices for payment on behalf of the ED.
- Manage local, national, and international travel arrangements for ED, including all reservations and related itineraries.
- Support all deck preparation (PowerPoint) for any presentations given by ED.
- Organize, manage, and save key ED contacts and ensure updated contact information is shared with others as needed. Work interdepartmentally to ensure contacts are saved, tracked and shared across departmental lists.
- Act as liaison with all internal staff/departments on behalf of Executive Office, managing all communication and scheduling for meetings with other staff/departments (including booking office hours, facilitating approval processes, internal scheduling, and special internal requests), following up on projects and tasks across the organization as needed by tracking progress of key projects defined by the ED and strategic plan and applying next steps to internal agendas for ED and senior staff meetings.
- Manage the agendas for the recurring all-staff and senior staff meetings.
- Support ED in keeping senior staff informed of top line and senior level items, including updates on communications with the Board.
- Provide ad hoc administrative support to senior staff in transition periods or for special projects.
Preferred Qualifications :
ICP is committed to equal opportunity employment. We believe that diversity, equity, and inclusion are values that are integral to offering an open forum for dialogue around photography and visual culture that is open to all. Through this lens, we hope to engage, educate, and inspire our visitors, students, and community at large. We welcome candidates from diverse backgrounds and look forward to receiving your application.
Preferred Education Qualifications:
- Bachelor’s degree required.
Preferred Experience Qualifications:
- At least two years administrative experience at a comparable organization and/or supporting the most senior person within the organization.
Additional Competency Requirement (Specific Knowledge, Skills and Abilities)
- Mature, complex thinker, who thrives in a fast-paced environment
- Excellent administrative and organization skills; detail-oriented and thorough, with excellent follow through
- Professional manner and strong interpersonal skills with understanding of confidentiality inherent in the position
- Excellent communication (oral and written)
- High degree of facility with current computer software (Word, Excel, Outlook, PowerPoint, Raiser’s Edge, etc.)
- Must be able to effectively and graciously multi-task
- Must work well independently, but function effectively as a team member
- Experience in the arts and museums desirable, knowledge of photography is a plus
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
- While performing the duties of this Job, the employee is regularly required to sit and talk or hear.
- The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms
Compensation and Benefits
- Hourly wage range: $30 - $33/hour, 20-hours per week
How to Apply
- Please submit a resume and cover letter. Applications without a cover letter will not be considered