Administrative Manager And Executive Assistanat

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Reporting to the Executive Director of Berklee NYC, with secondary reporting to the Director of Operations, the individual in this position will assist and support administrative aspects of the Berklee NYC operation. The ideal candidate will have a proven track record in administrative processes, will possess impeccable attention to detail, excellent organizational skills, and will be gifted at communicating with stakeholders, clients and students. As the operation develops, the individual in this role will need to work on many projects and tasks simultaneously and keep a flexible schedule.

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

• Oversee accounts payables including setting up vendors to be paid, processing invoices, contract submissions, and act as a representative for BerkleeNYC Finance.
• Act as a Workday point person and cost center analyst for the Berklee NYC campus, running reports, entering data as needed, and working to optimize implementation.
• Create and manage budget reports and forecasts in collaboration with the Berklee Finance department in Boston, and members of the BerkleeNYC staff.
• Work with the Executive Director on daily administrative operations, including email, appointment scheduling, budgets, Procurement Cards, WorkDay, travel, and special projects.
• Point person between the Office of the Executive Director and Berkee public information; helping to coordinate press releases, newsletters and social media posts.
• Provide constant communications with the Boston campus.
• Act as liaison between the Executive Director and members of the Founder’s Advisory Board, helping to plan and execute events as needed.
• Manage the calendars of the Executive Director and Director of Operations.
• Communicate with stakeholders, clients, vendors and students as needed.
• Work with the Executive Director to set up campus operational and academic meetings, including scheduling, agendas, pre-reads, pre and post meeting communications, managing Zoom sessions and break-out rooms.
• Provide reception coverage during events and sessions as needed.
• Other tasks as assigned.
• Help to organize studio events both professional and educational.
• Assist with Finance related tasks such as invoicing, client payment follow-ups, and other accounts receivables tasks as needed.

SUPERVISORY RESPONSIBILITIES:

Supervision and scheduling of Graduate Assistants and Temporary Staff as needed.

Required Skills

• Workday
• Candidates must be proficient in most of the following software, and be able to quickly master the others:
• Quickbooks
• Strong analytical and problem-solving skills
• Microsoft Suite (Word, Excel, Power Point, etc)
• Basic graphic design skills
• Commitment to confidentiality is essential
• Apple Macintosh OS
• Google Suite (Docs, Sheets, Drive, Calendars, etc)
• Zoom
• Workday (optional)
• Ability to handle multiple tasks, prioritize and follow through on duties with minimal direction is important
• Works well independently and in a fast-paced and team-oriented environment
• Strong interpersonal, organizational and communication skills
• Culturally competent individual with experience working collaboratively in a very diverse, multi-cultural environment
• Positive attitude and commitment to exceptional customer service

REQUIRED EXPERIENCE:

• Familiarity with financial and facilities management principles
• Bachelor’s degree and/or at least three years of experience in administrative assisting and/or office management in the music or entertainment sector
• In-depth understanding of office management procedures and departmental and legal policies

Job Location

New York, New York, United States

Position Type

Full-Time/Regular

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee:

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance. Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at [email protected] or call 617-747-2375.

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

Employee Type:

Staff