Job Summary:

Irish Arts Center is seeking a full time Executive Assistant to the Director (EA). This position holds responsibility for a wide array of institutional activities and impacts all aspects of company operations as they relate to the Executive Director (ED). These areas include: executive leadership and strategic planning, institutional networking, artistic programming, fundraising and development, and operational management. The EA provides holistic and operational support to the ED, such as: assisting with management of the ED schedule, record keeping and task management, expense reporting, office management, human resources administrative support, and general assistance with administrative duties. An essential member of the Irish Arts Center team, the EA is exposed to all aspects of executive arts leadership and frequently serves as a liaison with staff, artists, board members, institutional and government partners, consultants, and donors. The EA must be a professional, discreet, and effective communicator, be extremely well organized, and able to efficiently balance multiple priorities simultaneously.

Responsibilities/Essential Functions:

I. Task and information management

· Comprehensive organizing of outstanding tasks/action items, mindful of key deadlines.

· Track high-level progress of all projects managed by the ED.

· Granular to-do tracking, such as call lists, written communications, and other basic tasks.

· Handle sensitive and confidential information with appropriate discretion and professionalism.

II. Schedule management and meeting preparation/support

· Field requests for meetings from internal colleagues and external parties.

· Organize meeting times, find venues/book meeting space, and make calendar invitations and Zoom links.

· Confirm meeting attendance, preparations, and follow-up, if required.

· Organize travel itineraries when required.

· Provide hospitality for in-person and Board of Directors meetings such as snacks and refreshments.

III. Executive/Strategic support

· Document the ED’s interactions with key stakeholders on Tessitura, our customer relationship management software.

· Provide support to the Executive and Special Projects Coordinator.

· Liaise with staff and provide support to other colleagues/departments, as needed.

· Research key programmatic, strategic, and business initiatives.

· Monitor the ED’s inbox and voicemail, track key items, and enact daily reminders.

· When requested, send emails on ED’s behalf.

· Support ED at opening night receptions and fundraising events.

IV. Note-taking and Document Management

· Take notes and track actions during meetings and calls.

· Create and/or support the preparation of materials using: PowerPoint Presentations, Microsoft Excel, and Word.

· Submit/process expense forms and invoices, and other basic accounting documentation for Business & Executive projects.

· Assist with document/contract execution, file organization, and format conversion.

V. Human Resources Management

· Provide general administrative support to the human resources team, including data and file management, and other administrative needs.

· Support Administrative Manager with hiring process, including posting jobs, collecting applications, and tracking progress.

VI. General Office Management

· Process and distribute incoming physical mail.

· Other general office management tasks as needed.

· Plan and coordinate staff events, including scheduling, hospitality, and vendor coordination

Core Competencies and Skills:

Passion for the mission of Irish Arts Center is essential. The ideal candidate will be a highly organized, self-motivated team player with the ability to focus and follow through amid competing priorities, who enjoys helping create a positive work environment, with a sense of humor. Some previous administrative experience is welcome but not required.

Core attributes of a successful candidate include:

· Well-developed interpersonal skills, with excellent oral/written communication skills

· A keen attention to detail and ability to anticipate needs

· Good judgment and ability to efficiently problem-solve

· Strong work ethic and ability to work both independently and collaboratively

· Exemplary organizational skills with proficiency in multi-tasking

· Experience with Microsoft Office suite and demonstrated technical literacy

As IAC is committed to representing diverse identities in our artistic programming, so too are we committed to diverse representations in our administrative team. Irish Arts Center is an equal opportunity employer and will consider all applicants for employment without unlawful discrimination based on race, creed (religion), color, sex (including gender expression), national origin, sexual orientation, military status, age, disability, predisposing genetic characteristic, marital status or domestic violence victim status, or any other characteristic protected by law.

 Working Requirements (Travel Requirements, Overtime, Shifts, On-Call, etc.):

· This is an in-person position. Under certain circumstances, at the discretion of management, remote work may be possible, but as a general rule this position is conducted on site. Attendance required five days in the office.

· Applicants should be willing to work evenings/weekends as required for special events.

· This job requires US work authorization. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire

Compensation:

The salary range for the Executive Assistant is $55,000 to $57,000 and includes a full benefit package, including four weeks paid vacation, a high quality health insurance plan (with 100% employer-paid premiums), 403b retirement investment plan, and commuter benefits.

Irish Arts Center currently provides a monthly commuting credit for full time employees who are either required to or who elect to work on site at least three days per week as a general rule.

Deadline for applications is Tuesday, October 7.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned.

Please follow the link below to apply

https://irishartscenter.applytojob.com/apply/6B0b8varXV/Executive-Assistant?source=IAC+website

ABOUT IRISH ARTS CENTER 

Irish Arts Center (IAC) is a national and international home for artists and audiences of all backgrounds. Based in Hell’s Kitchen, New York City (near the corner of West 51st Street and Eleventh Avenue), IAC presents, develops, supports, and promotes work from established and emerging artists, providing cultural experiences that are innovative, collaborative, diverse, authentic, and emotionally and intellectually transporting, meet the highest standards of excellence, and celebrate our common humanity in an environment of Irish hospitality. Founded in 1972, throughout our history the Center has also provided community education programs and access to the arts for adults and children of all ages and ethnic, racial, and socioeconomic backgrounds.

ABOUT IRISH ARTS CENTER 

Irish Arts Center (IAC) is a national and international home for artists and audiences of all backgrounds. Based in Hell’s Kitchen, New York City (near the corner of West 51st Street and Eleventh Avenue), IAC presents, develops, supports, and promotes work from established and emerging artists, providing cultural experiences that are innovative, collaborative, diverse, authentic, and emotionally and intellectually transporting, meet the highest standards of excellence, and celebrate our common humanity in an environment of Irish hospitality. Founded in 1972, throughout our history the Center has also provided community education programs and access to the arts for adults and children of all ages and ethnic, racial, and socioeconomic backgrounds.

Irish Arts Center recently completed construction of a $60 million landmark new permanent home, including a state of the art flexible performance and arts space for the presentation and development of work across a range of disciplines, including music, dance, theatre, film, visual arts, literature and the humanities; classrooms and studio spaces for education programs, development, and collaboration; technology to stream and distribute content on the digital platform; and an avenue-facing lobby café that is a hub for hospitality and interaction between artists and audiences.  As part of a second phase, IAC will renovate its adjacent existing 51st Street building to provide a second, intimate performance space—the historic Irish Arts Center theatre—optimized for the most intimate live music and conversation, recordings, podcasts, master classes and special events, and a courtyard entrance on 51st Street where the historic Irish Arts Center and the new building meet.  

ABOUT THIS POSITION

Irish Arts Center (IAC) is hiring a highly motivated, efficient, welcoming, and organized Part-Time House Manager to join the Audience Services team. This position will complement our existing House Managers and will work both independently and alongside an existing House Manager to ensure a warm, safe, and enjoyable experience for all audiences at IAC events. The ideal candidate will bring excellent customer service, interpersonal, administrative, and organizational skills, along with experience supervising a small FOH staff.

House Managers collectively share responsibility for covering a wide range of performances and events across nights, weekends, and holidays. This position must also be available for occasional team meetings during regular business hours.

This position is part-time with variable hours depending on programming and event needs, and reports to the Audience Services Manager.

In this role, the House Managers will be jointly responsible for:

Event Management

o Ensuring excellent customer service from the front-of-house usher staff.

o Providing a warm and welcoming patron experience at all performances.

o Managing escalated audience questions and concerns; resolving customer service issues.

o Executing immediate pre-show duties including assigning Usher and Volunteer positions, coordinating programs, brochures, or other materials, troubleshooting any day-of-show issues, and communication with fellow FOH staff and IAC staff.

o Coordinating with Box Office, Facility, and Production staff to ensure safe and efficient management of entrance and exit of patrons from the venue each performance.

o Supporting the upkeep of the appearance of the café, lobbies, and other public areas; communicates with Facilities as necessary to ensure a clean and safe environment. Assisting and supervising post-performance clean-up of theatre by ushers.

o Coordinating performance timelines with Production and Stage Management, including house open times, performance start times, late-seating cues, and intermissions.

o Overseeing any late seating to keep disruption to the performance at a minimum.

o Understanding and implementing emergency protocols during evacuations or medical emergencies. Providing leadership in emergency situations, including fire alarm and inclement weather warnings. In case of fire, blackout or other such emergency, the House Manager is responsible for the safe evacuation of the audience, as well as completing the requisite reports as necessary for all emergency situations.

o Keeping precise and detailed records of each performance and completing end-of-shift reporting duties. Maintaining accurate counts of attendees and working with the Box Office team to resolve any apparent inconsistencies. Reporting all ticketing, seating, or other customer service issues to the Audience Service Manager at the end of each performance.

o Maintaining assisted listening devices, and walkie-talkies. Communicating any issues with equipment to the Audience Services Manager.

o Understanding the operation and troubleshooting of NSCAN ticket scanning devices.

Staff Management

o Working closely with Audience Services Manager to ensure proper staff is in place for all performances and reporting any unexpected absences or tardiness of the usher team.

o Supervising Ushers and Volunteers during events and performances.

o Working with Audience Service Manager to execute and improve procedures for Front-of-House operations, including guest experience management and the enforcement of house rules and relevant health and safety guidelines.

o Training and scheduling Ushers and Volunteers in coordination with the Audience Services Manager.

o Adhering to and enforcing organizational standards and policies.

Other duties as assigned

This is a part-time position starting in October. Pay begins at $20.75/hour. Shifts are typically 4 to 5 hours long, and each House Manager can expect to work 1 to 5 shifts per week, based on event schedules, programming needs, and mutual availability. Flexibility to cover both weeknights and weekends is required, with occasional daytime meetings.

WORK ENVIORNMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and walk for extended periods of time; talk and hear; lift and/or carry up to 25lbs; walk, sit, bend and squat; view items at a close and distant range.

As IAC is committed to representing diverse identities in our artistic programming, so too are we committed to diverse representations in our staff. We are proud to be an equal employment opportunity employer, and will consider all applicants for employment without unlawful discrimination based on race, creed (religion), color, sex (including gender expression), national origin, sexual orientation, military status, age, disability, predisposing genetic characteristic, marital status or domestic violence victim status, or any other characteristic protected by law.

QUALIFICATIONS

• Previous Front-of-House and Customer Service experience required.

• Supervisory experience strongly preferred.

• Experience with Tessitura NSCAN devices or comparable systems a plus.

• Comfortable with systems such as Excel, Word, OneDrive and SharePoint.

• Fire guard (F-03) certified or willingness to attend training. Must be certified within the first three months of employment.

• First Aid/CPR certified preferred or a willingness to attend training.

• Effective verbal communication skills.

• Ability to stay calm under pressure and create a positive atmosphere.

• Ability to treat all guests, staff, and clients in a respectful and inclusive manner.

• Must be comfortable working in settings with low lighting.

• Work in a performance space is a plus and love of the arts is a must.

TO APPLY

Please submit a resume and cover letter: https://irishartscenter.applytojob.com/apply/VlXUtoqryr/House-Manager?source=IAC+website

Job Summary:

Experienced porter/cleaner for daytime and events operations. Position is part-time and hours range from 16 to 32 hours per week. Must be willing to work nights, weekends, and holidays as events schedule requires.

Responsibilities/Essential Functions:

• Maintain cleanliness of all IAC spaces including theatre, dressing rooms, classrooms & offices

• Assist with regular preventive maintenance 

• Troubleshoot smaller maintenance issues 

• Assist with in house repairs 

• Assist in room setups for classes & special events

• Complete opening/lock up of the building procedures at the end of designated days & event. 

• Other duties as assigned

Experience and Education: 

• A High School Diploma or GED equivalency is preferred

• Minimum three years’ experience in the above-mentioned duties

• Work in a performance space is a plus

Core Competencies and Skills: 

• Ability to be self-directed, accomplish tasks, and continue working without management oversight 

• Working knowledge of and experience with building systems (elevator controls, fire panel interactions, HVAC, Security) a plus 

• Knowledge of and experience with cleaning and janitorial care of a public facility

Physical Factors: 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this Job, the employee is regularly required to stand. The employee is frequently required to walk. Use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell. The employee must regularly lift and /or move up to 50lbs. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

Working Requirements (Travel Requirements, Overtime, Shifts, On-Call, etc.): 

• Onsite only. Must be able to commute to Irish Arts Center. 

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions

• The noise level in the work environment is usually moderate

ABOUT IRISH ARTS CENTER 

Irish Arts Center (IAC) is a national and international home for artists and audiences of all backgrounds. Based in Hell’s Kitchen, New York City (near the corner of West 51st Street and Eleventh Avenue), IAC presents, develops, supports, and promotes work from established and emerging artists, providing cultural experiences that are innovative, collaborative, diverse, authentic, and emotionally and intellectually transporting, meet the highest standards of excellence, and celebrate our common humanity in an environment of Irish hospitality. Founded in 1972, throughout our history the Center has also provided community education programs and access to the arts for adults and children of all ages and ethnic, racial, and socioeconomic backgrounds.

To Apply 

Please send a resume and cover letter in a single PDF file to applications@irishartscenter.org. In the subject line, please write the job title and where you found the job post. For example, “Porter/Cleaner, irishartscenter.org”