Executive Assistant 

OPENING ACT | Brooklyn, NY


Organizational Background


Committed to advancing arts equity in NYC and beyond, for over twenty years, Opening Act has actively centered the voices of students of color through free, high-quality theater programming!


Opening Act targets the city’s highest need schools with disproportionately less access to resources than other schools in the system. These schools are often flagged by the DOE as “under-resourced.” Since inception, we have grown to reach over 7,000 young people. Today, our free, year-long, after school theater program serves 55 schools throughout New York City, including our partnership with the city’s alternative School District 79 where we work with young people who are pursuing a high school equivalency diploma in a formal educational environment because their education was disrupted by a life event.


Looking Ahead


As we respond to the new educational landscape post-pandemic, Opening Act continues  to provide transformational workshops that meet the unique needs of our students and create experiences that engage our full community of supporters in exciting ways. With this in mind, we are excited to be in year one of our new three year Strategic Plan,  deepen our trauma informed/healing centered practices to support our students, and make meaningful connections with our donors. We remain dedicated to creating unique, brave, and empowering spaces on and beyond the stage.


With so many of the issues Opening Act’s work addresses - social justice, education, the arts, equity - our programming is critical and relevant.


Opening Act is at a pivotal and compelling moment as an organization and we are thrilled to have the opportunity to welcome a new Graphic Designer to work alongside our Executive Director and full staff. 


Job Summary


The Executive Assistant is a tactical genius who will be responsible for managing the Executive Director and Opening Act’s external communications. This role lives in the now (or usually 1 week – 30 days out). The Executive Assistant’s work is driven by the demands of the day and week, working closely with the Executive Director to “keep all the balls in the air.” This role handles all of the day-to-day details, such as scheduling, meeting and event prep, travel and levels of communication. In addition, the Executive Assistant maximizes the CEO’s reach through their exceptional management, leadership and communication skills. 


Qualifications include:


  • Passionate and demonstrated commitment to the mission of Opening Act

  • A strong work ethic is required; trustworthy and comfortable with being the gatekeeper of confidential information

  • Self-directed, detailed-oriented and highly organized

  • Excellent verbal & written communication skills, including impeccable proofreading ability 

  • Demonstrates initiative and problem-solving skills

  • Strong time management with ability to prioritize responsibilities, meet and manage multiple deadlines, and prioritize responsibilities with forward-thinking project management

  • Flexible and willing to shift priorities when circumstances require

  • Strong interpersonal and relationship management skills at all levels of the organization

  • Energized, excited and comfortable in a small, fast-paced, entrepreneurial and collegial hybrid non-profit environment that is supportive of team members’ accomplishments

  • Innovative thinking around telling stories of impact both on an individual and organizational level


In addition: Strong proficiency in Microsoft applications (Word and Excel required); Google Suite, tech savvy, social media savvy, and comfortable with donor and communications management; experience with Apple applications and/or WordPress.


Responsibilities include but are not limited to:


   Administration and Communication

  • Manage Executive Director’s calendar including scheduling and managing meetings 

  • Support the Executive Director with day to day external communications, including drafting emails and copy editing outgoing communications and visuals 

  • General administrative maintenance and support

   Donor Relationships and Stewardship 

  • Manage all levels of timely communications between Executive Director and donors 

  • Support Executive Director in planning and coordinating fundraising events (in person, social media campaigns, annual Gala which involves high caliber creative team and performers)

  • Assist in creation of presentations and materials for Executive Director and key donor meetings

  • Support committee work including Board and Executive Committees

  • Supporting all aspects of special events as needed, especially language for website, invitations, targeted outreach, and graphics

  • Support Executive Director on all level of donor stewardship

   Financial Management  

  • Process and submit expenses for the Executive Director 

  • Support the Executive Director and Director of Finance and Operations with annual audit preparation

  • Work with the Executive Director to manage requests for budget updates or donor information

   External Communications

  • Co-manage general Opening Act Social Media 

  • An understanding of the ever-changing landscape of social media strategy 

  • Craft and send community-wide e-blasts for Executive Director and Development team

  • Work with Programs Teams to ensure cohesive messaging

   Internal Communications

  • Board of Directors

  • Supporting Executive Director on all Board communications 

  • Managing Board calendar 

  • Supporting Board Members with intra-Board scheduling

  • Supporting Executive Director on Board Meeting preparation

  • Attending Board Meetings and keeping Minutes

  • Managing/organizing Board Materials

  • Ability to communicate professionally with multiple stakeholders

  • Demonstrated ability to effectively collaborate

  • A positive outlook and a sense of humor


Opening Act values and welcomes diversity in the workplace and strongly encourages all qualified persons to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.


In addition, Opening Act’s employees work with a talented team of individuals who are committed to living out Opening Act’s core values of our programs in the workplace:

  • Respect

  • Showing Up

  • Listening

  • YES And-ing

  • Empowering

  • Including


Classification: Full-time


Reports To: Executive Director


Compensation

 $55,000 plus a benefits package including paid time off, health, dental, vision, and life  insurance, 403b plan, professional development and wellness stipends, and paid parental leave.


Location: Remote/Hybrid. Work must be performed in New York, NY.