Executive Assistant

Country:

US State:

City:

Position type:

Contract type:

Salary: 
$58,000 annually
Application Deadline: 
2/13/2023

About the Asian Cultural Council

The Asian Cultural ouncil (ACC) is a grantmaking and grant seeking nonprofit organization that advances international dialogue, understanding, and respect through cultural exchange activities in Asia and the United States. This mission is accomplished through fellowships, grants, and other programs that support individual artists, scholars, arts professionals, and cultural institutions.

 

Position Summary

The Executive Assistant is a key member of the Executive office reporting to the Executive Director (ED) to keep the ED organized, informed, and prepared for anything that comes their way. She/he/they provides both general and advanced administrative support for the ED related to all areas of ED’s portfolio. 

The Executive Assistant handles highly confidential material and frequently serves as liaison to the ACC board chair, trustees, and senior executives internal and external to ACC. She/he/they must have an aptitude for maintaining relationships, understanding the Executive Director’s strategic goals, and working independently. She/he/they facilitates communication between ACC’s New York headquarters and four offices in Asia and within the New York office. She/he/they manages special projects as needed and performs all other tasks assigned by the Executive Director.

The starting salary for this role is $58,000 USD. ACC’s New York staff are currently working on a hybrid schedule with 3 days in the office and 2 days remote, subject to change.

 

Position Duties and Responsibilities

Administrative Support                                                                                                            

  • Provide executive and administrative support to the Executive Director, including: managing a robust calendar of meetings; fielding a wide variety of inquiries from internal and external constituents; anticipating needs and next steps to assist the Executive Director.
  • Manage complex international travel logistics and create corresponding itineraries for ED, trustees, and overseas affiliate staff attending meetings in NY; prepare detailed expense reports in multiple currencies for ED.
  • Schedule, facilitate, and take meeting notes for all-staff meetings and select Board committee meetings.
  • Open, read, log and route mail addressed to the Executive Director and the Board Chair. Reply to correspondence as needed. Maintain a tracking system to follow-up on correspondence when necessary.
  • Organize and maintain electronic and physical filing system and manage data within various databases on behalf of the Executive Director. Maintain documentation of office procedures.
  • Vet materials before they reach the Executive Director and contribute to the writing, editing, proofreading, and copyediting of materials. This may include correspondence, grant proposals and reports, annual reports, newsletters, invitations, and event programs.
  • Work closely with Development staff to ensure timely follow-up from executive office with donors and prospects.
  • Support hiring opportunities across departments. Oversee and manage the internship recruitment and program.
  • Organize staff events and opportunities to build teamwork and a healthy organizational culture.  

Board Relations             

  • Coordinate two annual board meetings in New York or Asia and numerous committee meetings (particularly the Governance & Nominating and Executive Committees) throughout the year. Manage day-of logistics for meetings, delegating to other staff as appropriate and necessary.
  • Follow through to execute meeting deliverables in coordination with the Executive Director and other senior staff, with particular emphasis on work related to board nominations and governance.
  • Support logistical planning with the Executive Director, the Development department, and other relevant staff in hosting and arranging board dinners, events, and trips.
  • Support the Executive Director by researching materials and preparing reports, briefings, and presentations for the board.
  • Draft correspondence to individual Trustees and the board at large on behalf of the Executive Director and in relation to all board events and initiatives.
  • Gain familiarity with ACC bylaws and other governance policies to ensure compliance with all such policies.
  • Maintain board-related files and documents, including the Board Metrics and Board Manual.
  • Keep accurate calendars of board events.           
  • Monitor the Board Chair’s ACC email inbox, flagging for attention when necessary, any urgent emails, and sending emails on the Chair’s behalf to Trustees and constituents.                      

             

Position Qualifications

Education and Experience

  • Bachelor’s degree required.
  • At least three years’ administrative experience preferred. Project management, supervisory responsibilities, or significant accomplishments may be considered in lieu.
  • Familiarity and interest in the arts, Asia, and cultural exchange.
  • Intermediate communication abilities in one or more Asian languages a plus.

Skills and Abilities

  • Exceptionally strong interpersonal skills, including the ability to consistently be diplomatic, tactful, and have a sense of humor while maintaining professionalism.
  • Excellent written, research, verbal, analytical, and organizational skills.
  • Ability to manage multiple projects, and to be flexible, detail-oriented, and able to prioritize while working under pressure and meeting short deadlines.
  • Ability to operate independently, set goals, and be disciplined in achieving them with minimal supervision. Resourceful and able to exercise sound judgement.
  • Ability to interact with all levels of staff, trustees, and leaders from other organizations with awareness of and sensitivity to cultural difference.
  • Fluency using computers, software and technology applications such as Microsoft Outlook, PowerPoint, Adobe, and others.

 

Application Process

The Asian Cultural Council (ACC) is an equal opportunity employer and invites applications from candidates regardless of race, gender, national origin, sexual orientation, age, disability, or religion. We offer a salary commensurate with qualifications and experience and a generous benefits package. 

To apply, please send a resume and cover letter explaining your interest in the position to opportunities@accny.org. Please include “Executive Assistant” in the subject line.  No telephone or fax inquiries please. The application deadline is Monday, February 13, 2023.

For additional information, please visit our website at www.asianculturalcouncil.org

 

Expectations of All ACC Positions

Commitment to ACC’s Mission and Vision. Commitment to the ACC’s short- and long-term goals; demonstrate understanding of and dedication to ACC’s mission of fostering international dialogue through cultural exchange; be mindful that program goals should drive work priorities and plans; value the work of ACC grantees and be a resource for grantees in Asia and the U.S.

Prudent Use of Resources and Accountability. Be mindful of resource limitations and manage resources to effectively carry out ACC’s mission in a fiscally responsible manner, while striving to maximize the funds available for charitable activity; recognize the importance of development activities to the organization’s long-term sustainability and contribute to a culture of fundraising across all departments.

Teamwork and Professionalism. Appreciate the value of diversity, inclusion, and equity in all work relationships; be willing to help as well as learn from co-workers in the U.S. and Asia, regardless of job title or seniority; work collaboratively with colleagues toward shared goals and objectives; be willing to perform tasks outside of one’s job description; embrace a positive and collaborative spirit that motivates and inspires others to work for the good of the organization.  Embrace and foster continued sharing of information among colleagues.

Adaptability. Seek out opportunities to improve the quality and impact of ACC’s work; remain open to new ideas and ways of working and innovations in the field; support diverse ways of thinking or doing and suggest new approaches in accordance with a dynamic organization that is faithful to its mission; be open to change and new ideas for improving outcomes.