Tuesday, 09 May 2017 16:25

Executive Assistant to the Chief Advancement Officer

Sponsoring Organization

The Public Theater



425 Lafayette St. New York, NY 10003


Until Filled



The Public Theater is seeking a highly organized and unflappable administrator to support the Chief Advanecment Officer and keep up with a fast-paced work environment. 

Specific Responsibilities Include: 

- Overseeing Chief Advancement Officer's calendar.
- Scheduling appointments, working with external and internal groups to coordinate meetings.
- Ensuring Cheif Advancement Officer is prepared for all meetings and special events, requesting and conducting research and printing briefinfs and related documents a day ahead.
- Communicating with trustees and other donors and keeping correspondence confidential.
- Using discretion with development and fundraising communication and reports.
- Recording external donor meetings in Tessitura; draft follow up notes post meeting where appropriate.
- Maintaining CAO's Contact's in Outlook.
- In collaboration with the CAO, setting agendas for Development Department Meetings, and Senior Development Staff Meetings
- Ordering office supplies and track inventory on stationary and supplies for the development department.
- Working with HR and IT to onboard new development staff
- Coordinating fundraising activity on behalf of the Chief Advancement Officer.
- Managing Chief Advancement Officer's correspondence, reading and prioritizing email messages (determining what can be handled independently) and drafting correspondence 
- Answering phones
- Reviewing and approving acknowledgements, and other collateral on behalf of Chief Advancement Officer
- Representing Chief Advancement Officer at internal meetings as assigned.
- Preparing development department timesheets
- Maintaining files
- Reviewing consultants contracts and summarizing reports
- Managing independent administrative projects as assigned
- Supporting Chief Advancement Officer with personal assistant duties as assigned.
- Assisting Board Liaison with logistics for Board Meetings
- Arranging travel

The Public is committed to creating a diverse and inclusive environment and is proud to be an equal opprotunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status. 

Requirements: The ideal candidate will have experience handling a wide range of executive support related tasks and will be able to work independently with little supervision. Must be exceedingly well organized and flexible. The ability to interact with staff at all levels, sometimes under pressure, remaining proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Excellent written and verbal communication skills, strong decision making ability and attention to detail are equally important. Must be simultaneously assertive, diplomatic, and able to work as part of a team. Knowledge of the industry is a plus. Strongly prefer: 2+ years' experience in executive level support, excellent calendar management skills, strong knowledge of Word, Excel, and Outlook. Knowledge of theater and the arts in NYC a plus.

Please send resume and cover letter to jobs@publictheater.org

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