Job Description & Responsibilities

April 11, 2006

        Are you a terrific organizer?  Do you make things around you run more smoothly and efficiently?  Bring your skills to a leading entrepreneurial consulting firm in the not-for-profit arts and culture field.  EmcArts Inc. is looking for an Executive & Office Coordinator to strengthen the operations of our company and New York office.  We need an outstanding and pro-active implementer with experience in a fast-moving business environment, university or school, who has strong organizational and interpersonal skills.  We are looking for someone who would thrive working as part of a small, close-knit creative team supporting our Directors and President and facilitating the smooth operations of our office.  Candidates who have an interest in advancing the work of arts and cultural organizations are preferred.

EmcArts Inc. is a tax-exempt consulting firm whose aims and activities are focused on strengthening the capacities of not-for-profit organizations that operate primarily within the arts and culture field.  We are a young energetic firm with a staff of 10 that offers an informal, enjoyable and hard-working office environment (in a brownstone in Central Harlem), based on effective teamwork.

ROLE DESCRIPTION:
The Executive & Office Coordinator will work at the center of EmcArts daily operations, acting as the glue that holds together and supports a busy team of consultants, and maintaining and strengthening our company infrastructure  He or she will have two primary roles: 1) to play an active support role in managing office operations, including assisting our Project Managers, when needed, with project tasks such as scheduling, mailings, preparation of reports and materials; and 2) to assist our senior staff (President and three Directors) with scheduling, travel, and paperwork.

The Executive & Office Coordinator will be the primary contact with the building owner, coordinating all activities and vendor relationships related to the smooth running of the building, including maintaining supplies and supervising cleaning and maintenance services.  He or she will manage petty cash and bank deposits, help with other financial procedures as needed, and assist the General Manager with building and employee insurances and other non-profit-organization compliance issues, as needed. 
In addition, the Executive & Office Coordinator will support the senior staff in their work with clients.  He or she will arrange travel and meeting logistics and will undertake other support duties as assigned.
Must be able to walk stairs frequently, as offices are located on all three floors of the brownstone, and carry parcels and packages up to 15lbs.  Position includes light custodial duties (such as daily dishwasher duty & garbage collection). 

The position reports to EmcArts General Manager, with primary interaction with the President.  The position interacts closely with all EmcArts team members, both taking and giving direction from multiple team members depending on roles and tasks required.

COMPENSATION:
Full-time, standard business hours position, with compensation range beginning at $40,000, dependent on experience.  Vacation and standard holidays offered, plus partial support of health insurance and retirement plan (simple IRA).  Busy times may entail some evening and weekend work.  EmcArts is committed to the continuing professional development of its staff, and provides partial funding of self-selected professional development opportunities.

QUALIFICATIONS:

       -Organized self-starter, with strong time management skills, the ability to juggle competing priorities and multiple team members needs and schedules, and a real gift for getting things done accurately and efficiently

       -Decisive about implementation of tasks, knows when to ask questions and when to make a choice and implement effectively and immediately

       -Excellent communication skills, clear phone voice and good manner and presentation

       -Energetic teamworker able to work in a fast-paced environment that often doesnt make time for full training around every task

       -Ability to follow and improve on office systems/processes

       -Experience in managing vendors; ability to represent the firm effectively in vendor/client interactions

       -Good computer systems skills, including the ability to use the web to gather information and solve problems and to perform routine system tasks, such as implementing back-up procedures

       -Minimum 5 years of professional experience in a similar or equivalent position

RESPONSIBILITIES:
Overall responsibilities will be as follows:

       -   Manage schedules of Directors and make travel arrangements for all team members, as requested

       -   Order/purchase office supplies, stationery, food, etc.

       -   Primary liaison with building owner/manager

       -   Carry out the efficient upkeep of the office, including daily upkeep tasks, and organize weekly/bi-weekly cleaning and maintenance with vendors

       -   Manage petty cash, deposit all checks and assist with other financial procedures as needed

       -   Assist General Manager with Personnel and Company insurance and accounting policies, procedures and vendor relationships

       -    Prepare for and orient new team members as appropriate, on an ongoing basis

       -   General support of EmcArts project and client development work as needed (such as setting meetings, phone conferences, reports and meeting materials)

       -   Generate and edit correspondence and other documents as requested

       -   Work in multiple software environments, including MS Word, Excel, PowerPoint & First Class, databases and project  management software

       -   Participate in EmcArts team meetings and other convenings

TO APPLY:
By April 27, 2006, please send, e-mail or fax a letter of interest and résumé to:
Melissa Dibble, General Manager
EmcArts Inc.
127 West 122nd Street
New York, NY 10027
212.362.7941 fax    
 MDibble@EmcArts.org