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 and partners with the city’s highest need schools to close the access gap to exemplary arts education programming that is deeply connected and highly-responsive to meeting the unique needs of vulnerable youth. Since inception, we have grown to reach over 8,000 young people. Today, our free, year-long, after school theater program serves 55 schools throughout New York City including a dynamic 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. 


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


Looking Ahead


As we respond to the new educational landscape post-pandemic, we remain dedicated to creating unique, brave, and empowering spaces on and beyond the stage by providing transformational workshops and creating experiences that engage our full community of supporters in exciting ways. With this in mind, we are excited to be in year one of a new three year Strategic Plan, to further scale our impact in positive youth development with our trauma informed/healing centered practices to support our students, and make meaningful connections with our community of donor champions. 


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, all levels of communication and minimal travel. In addition, the Executive Assistant maximizes the ED’s reach through their exceptional management, leadership and communication skills. 


Qualifications include:


  • A positive outlook and a sense of humor

  • Passionate and demonstrated drive and commitment to the mission of Opening Act

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

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

  • Strong interpersonal and relationship management skills at all levels

  • Self-directed, detailed-oriented and highly organized

  • Demonstrates initiative and problem-solving skills, forward-thinking project management

  • Strong time management with the foresight to prioritize responsibilities, meet and manage multiple deadlines

  • Flexible and willing to shift priorities when circumstances require

  • 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

  • Ability to communicate professionally with multiple stakeholders

  • Demonstrated ability to effectively collaborate



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 tasks 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

  • Support all aspects of key external communications for special events such as language for website, invitations and  targeted outreach

 

External Communications

  • Co-manage general Opening Act Social Media 

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

  • Work with Programs Teams to ensure cohesive messaging

 

 Internal Communications

  • Support Executive Director with all Board of Directors communications

  • Manage Board of Directors calendar 

  • Supporting Executive Director on Board Meeting preparation

  • Attending Board Meetings and keeping Minutes

  • Managing/organizing Board Materials


Day-to-Day Operations  

  • Process and submit expenses for the Executive Director 

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

  

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.