Administrative Assistant, General Management job at Performing Arts | Brooklyn | Art Jobs

Administrative Assistant, General Management

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45,588.00

Brooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

The Brooklyn Academy of Music (BAM) seeks an Administrative Assistant to support the Associate Vice President and Senior Producer (AVP/Senior Producer) and General Management (GM) Division.  The selected candidate will facilitate, monitor, and improve administrative operations of the General Management Division and support the Director, GM Budgets & Contracts with divisional and institutional fiscal operations. The qualified candidate will have the ability to supports workflow, scheduling, and information dissemination on behalf of the AVP/Senior Producer. This role will serve as a flexible team member helping with a range of administrative tasks while learning about the behind-the-scenes workings of an operations team at a major arts institution. The ideal candidate is agile, eager, and willing to bring and learn new skills on the job.

Essential Duties and Responsibilities

Leadership Support

Manage calendars, meeting/zoom schedules, and general support for AVP/Senior Producer.

Receive and direct visitors.

Facilitate agreements, reconciliations, and other documents for signature to the AVP/Senior Producer keeping them organized and returned to the necessary individual in a timely manner.

Help with travel arrangements for AVP/Senior Producer as needed.

Communicating with other departments in support of AVP/Senior Producer.

General Management Operations

Provide Office Management Support to the GM Ops team.

Maintain and create weekly, monthly, and venue-related calendars as necessary for GM staff & staff outside General Management as needed with ArtsVision.

Take minutes and prepare agendas for GM Operations, Divisional Staff Meetings, and other meetings as necessary.

Facilitate Outlook planners for GM meetings with other BAM Departments that involve AVP/Senior Producer and GM Division as needed.

Maintain department documents and policies. Digitally transfer important documents to the Archives’ Server annually.  

Track publicity routings from Marketing and Development and review general company information for correct dates, time, billing, and venue location.

Support the GM Budgets & Contacts Coordinator with duties related to BAMshop and Greenlight Bookstore including Internal Purchase tracking, creating seasonal merchandise trackers, contacting visiting companies, and occasional book signing oversight.

Send weekly live performance schedules to HR for the weekly newsletter.

 Budget Management Support

Reconcile and add institutional coding to AVP/Senior Producer’s corporate card.

Create and submit Pre-Vouchers (PVs) and track expenses against programming budgets for contract-related payments as well as programming expenses from other departments.

Track and distribute checks and maintain the payment tracker.

Enter budgets and data to finance software, Multiview.

Submit and track GM recodes, Artist Services visa checks, and department petty cash reconciliations.

Manage the receipt of invoices and accounts of outside vendors as assigned (i.e. LYFT, etc.)

Support GM Budgets & Contracts Director and Coordinator with preliminary and final closeouts.

Assist the GM Budgets & Contracts Coordinator with check distribution and maintaining the PV tracker.

Help submit project and secondary coding to Finance.

Support data collection and entry as needed.

 ArtsVision Maintenance

Manage active and inactive accounts in ArtsVision.

Create new user profiles for ArtsVision

Support BAM staff with inquiries related to ArtsVision.

Work with GM Coordinator and Staff to maintain AV upgrades.

Required Education, Knowledge, Skills, and Abilities

2-year work experience in office/administrative supportive role preferably non-for-profit or Performing Arts, or equivalent

Knowledge of Microsoft Suites; experience with PDF Creator preferred.

Demonstrates skills in data entry, database administration, and record-keeping.

Excellent oral and written communication skills

Ability to manage schedules, inventory, and information.

Ability to work with confidential and sensitive information.

Commitment to Diversity, Equity, and Inclusion (DEI) work and initiatives.

Able to prioritize and multi-task

Highly organized with attention to detail

Ability to work independently

Ability to collaborate and work with a team.

Ability to demonstrate patience and interact in a friendly and professional manner; customer service approach.

Commitment to creating and maintaining an equitable, diverse, and inclusive work environment

Commitment to fostering a positive work environment and building a healthy team culture

Must have the ability to comply with NYC COVID-19 vaccination mandate and booster dose.

Compensation: The salary for this position is $45,588.00 per year. The role is represented by Local 2110 and will be paid in accordance with the BAM/UAW Local 2110 Collective Bargaining Agreement. This position is full-time, non-exempt, and eligible for benefits. BAM provides a comprehensive benefits package including medical, dental, and vision insurance, retirement plan opportunities including both 401(k) and pension plans, as well as BAM-related benefits including access to BAM's fantastic programming.

Application Instructions: Must complete an online application through BAM's website - no phone calls, emails, or walk-ins, please. 

Brooklyn Academy of Music is an equal opportunity employer. BAM is currently undergoing an anti-oppression process. BAM recognizes that historic institutional practices lead to a non-inclusive environment and is working to address diversity and inclusion in all forms. Individuals in BAM are experiencing their own pace during this process, which is not uncommon when addressing power and privilege. The General Management department supports and continues to take part in this process.

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