The National Book Foundation, presenter of the National Book Awards, is seeking a full-time Administrative Assistant to join our small and dynamic team. The Administrative Assistant reports to the Operations & Finance Manager and provides essential support across organizational activities, including the National Book Awards, programmatic and development activities, office coordination, assistance with operational and financial tasks, and general administrative duties. This is a critical support position at an established and active literary nonprofit, offering a wide ranging and valuable experience to a candidate seeking a career in arts administration.
The ideal start date for this position is on or around May 1, 2023. This is a full-time position based in New York City and operates on a hybrid in-office / remote schedule. Some evening and weekend work is required.
OFFICE MANAGEMENT & GENERAL ADMINISTRATION
- Help ensure a well-run, well-organized office: liaise with building management; oversee basic technology needs and office supply inventories
- Manage the organization-wide calendar; help coordinate staff activities
- Together with the Operations & Finance Manager, serve as primary point people for any and all in-person office needs (e.g., accepting and coordinating deliveries; being present for equipment repairs, etc.)
- Serve as main point of contact in processing of invoices, payments, and accompanying communications for external contractors and vendors across organizational activities (Programs, Awards, and daily operations)
- Log donations and generate acknowledgement letters, in collaboration with the Development team
- Provide administrative support to the Executive Director as needed, including booking travel, managing calendar, and confirming appointments
PROGRAMS & AWARDS SUPPORT
- Assist in creation and tracking of programmatic calendars and schedules
- Work with Programs staff to provide administrative support for in-person events, including booking travel, placing and tracking book orders, organizing associated media release forms, and preparing necessary insurance paperwork
- Work with the Awards & Honors Manager to complete annual eligibility checking of Awards submissions, including fielding eligibility inquiries
- Coordinate travel reimbursements, hotel accommodations, car services and other related needs for National Book Awards judges and presenters
FINANCIAL & OPERATIONAL
- Provide administrative support to the Operations & Finance Manager
- Create and track invoices across organizational activities, including National Book Awards revenue (e.g., table sales, sponsorships)
- Execute various organizational mailings, in collaboration with other departments (Awards, Development, etc.)
- Process ticket purchases for the National Book Awards and Afterparty
- Oversee sales of National Book Award medallions
Other duties as assigned
QUALIFICATIONS
The successful candidate will be an extremely organized, communicative, detail-oriented, and deadline-conscious self-starter. Excellent oral and written communications skills are essential. Understanding of Microsoft Office Suite, Mac OS, Zoom, and Slack are required; familiarity with database systems (e.g., eTapestry) and Quickbooks is a plus. At least 2 years administrative experience is preferred. A passion for reading and literature is a must. Applicants should be enthusiastic about working with a small, dedicated team, and possess a patient, flexible, kind, and collaborative spirit.
COMPENSATION
This is a full-time exempt position based in New York City (with a flexible in-office/remote hybrid schedule) and benefits package, including paid time off, health care, and other benefits. Salary is $47,500-$49,000 depending on experience.
TO APPLY FOR THE POSITION
Send resume and cover letter to jobs@nationalbook.org with the subject line Administrative Assistant. Review of applications will begin in mid-March 2023 and continue until the position is filled; priority will be given to applications received by March 12, 2023. Position begins in May 2023. No phone calls.
The National Book Foundation is committed to inclusivity and does not discriminate on the basis of race, religion, ethnicity, age, gender identity, sexual orientation, socio-economic status, nationality, marital status, parental status, military service, or disability.