Office Administrator

As a critical part of the A4 Team, the Office Administrator will be an organized, mission-driven person responsible for overseeing and coordinating the overall operations of A4, while also providing support to other key members of the team. The successful candidate will undoubtedly make a large impact on the AAPI and Arts communities. This is a role that will be both meaningful and rewarding and will have connection to the Asian American Arts Community through exclusive access and opportunities to attend various cultural events including performances, screenings, exhibitions, etc.

This hybrid role will be based in our dog-friendly Midtown Manhattan Office (close to all major transportation hubs) and the successful candidate will be expected to be in our NY office a minimum of two days a week.

The Office Administrator’s Responsibilities Include:

General Administration / Office Management

• Support company operations by leading all administrative functions;
• Coordinate activities to ensure A4 meets regulatory requirements, keeping registrations and regulatory filings up to date and submitted per required deadlines;
• Work with ED to help manage grant administration process/submissions, tracking all deadlines for reports and submissions;
• Work closely with the Executive Director to develop and implement strategies and plans to optimize internal operations and efficient workflows;
• Maintain office functions such as the tracking and purchasing of office supplies, maintaining software subscriptions and licenses, etc.;
• Oversee invoice management, contracts and payments;
• Support Programs Director with live events and programming including Town Halls, Residencies, Award Programs, Panel Discussions, and other ad hoc projects

Data, Systems & Reporting

• Help to oversee direction, policies and procedures for A4’s data management, reporting and outcomes measurement, including monitoring and reporting on key impact and fundraising metrics;
• Ensure excellent data management, analytics and business processes are in place;
• Manage and organize documents digitally using Dropbox.
• Work with the Executive Director to help develop and maintain monthly financial reports and other board meeting materials;

People & Culture

• Help to oversee HR duties, such as attracting and retaining talent, setting training standards and hiring procedures including onboarding;
• Help to oversee future recruitment activities in order to build a strong, diverse and effective staff and culture;
• Develop and implement strategies to enhance overall employee satisfaction and retention.

Requirements

• Has a passion for the arts and the role they play in fostering a vibrant and healthy society. A demonstrated commitment to the arts and/or Asian American issues is preferred.
• 3+ years of office administration/coordination experience (required)
• Demonstrated success leading the development, implementation, assessment, and improvement of administrative functions
• 3+ years of corporate or nonprofit experience (preferred)
• Grant administration experience (preferred)
• Experience in HR administration (preferred)
• Experience in maintaining CRM databases (preferred)
• Detail oriented with strong organization, time management and problem-solving skills
• Excellent interpersonal and communication skills
• Ability to work collaboratively and collegially (especially on a small team)
• Ability to take initiative, handle multiple projects and deadlines, and follow through on tasks while thinking about continuously improving processes
• Proficient in MS Office and Google Suite

Additional Information:
The Office Administrator is a full-time position (40 hours per week with occasional evenings offset by comp time) and reports to the Executive Director.
Salary range: $50,000 - $55,000 (depending on experience) with competitive benefits package (health insurance, paid vacation and public holidays and sick leave).

Start date: Open
Location: New York, NY

Application Instructions

Please submit a cover letter and resume to: lgold@aaartsalliance.org with OFFICE ADMINISTRATOR in the subject line on or before March 12, 2023.

A4 is an equal opportunity employer and considers all candidates for employment regardless of race, color, gender identity or presentation, age, national origin, creed, disability, marital status, sexual orientation, citizenship status, or political affiliation.