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Administrative Assistant, The Armory Show (New York, NY)

Job Summary

The Armory Show is seeking an enthusiastic and self-motivated candidate for a full-time Administrative Assistant position. Applicants must be responsible, organized, detail-oriented, comfortable working independently, have strong communication and writing skills, and be able to multi-task in a fast-paced environment. This role offers a diverse set of responsibilities, and valuable insights into the inner workings of one of the world’s largest and most prominent international art fairs.

Job Requirements and Responsibilities

Office Administration

  • Answer general phone line and field calls to the appropriate persons
  • Coordinate external hard mailing (FedEx, Pitney Bowes postage, and courier deliveries)
  • Liaise with HR & Accounting departments regarding staffing (hiring and termination), attendance, health insurance and benefits, payroll, billing and reimbursements, etc.
  • Liaise with IT department regarding computers and office WIFI
  • Liaise with Building Management of One Penn Plaza regarding guest entry, certificates of insurance for vendors, deliveries and removals, freight elevator usage, etc.
  • Manage the office calendar and maintain a calendar of yearly events, with upcoming art fairs, galas, parties, etc. Also maintain a calendar of monthly local gallery openings
  • Facilitate weekly team meetings, create agendas, and take meeting minutes
  • Keep consistent inventory of all in-office and in-storage supplies, placing new orders as needed. Also manage office storage unit
  • Monitor general email inbox
  • Assist in scheduling conference room and coordinating staff outings, meeting catering, and other events
  • Other duties as assigned, for example:
  • Support Marketing Department by copy-editing newsletters, press releases, marketing collateral, and social media posts throughout the year
  • Support Exhibitor Relations Department by updating exhibitor and gallery lists, database changes and inquiries, and other database tracking

Executive Assistant

  • Assist Executive Director with booking and management of travel and calendar
  • Manage and submit Executive Director’s monthly expenses

Billing

  • Liaise with Deputy Director and external billing team to process all incoming bills, manage the payment of vendors, and maintain office-supply budget

Staffing & Show Office Management

  • Manage the interviewing and hiring of temporary assistants in the lead-up to the fair, and assist On-Site Supervisor in hiring on-site staff
  • Order, distribute, and maintain all supplies for the Show Office
  • As Show Office Supervisor, oversee and participate in tasks such as room set-up and maintenance (coffee, printer, deliveries, meals), badge printing, exhibitor bag stuffing, daily distribution, etc.
  • Maintain the Master Show Office Excel sheet, which includes: Run of Show Calendar; Contact Information for all staff; Supplies Inventory; Exhibitor Production Contacts with WIFI and VIP request information; Deliveries schedule; Temp Staff Schedule and Locations; Daily Distribution Schedule; Catering Schedule
  • Facilitate the move from Storage to the Javits and back to Storage with the moving company

Qualifications

  • Bachelor’s degree, plus minimum 1-2 years of relevant administrative experience – including professional writing skills, articulate phone manner, attention to detail and resourcefulness
  • Comprehensive computer skills
  • Must be organized and diplomatic, with excellent interpersonal skills, a team-player mindset, and the ability to handle multiple projects simultaneously
  • Ability to work long hours and evenings when necessary

To Apply

Please email your resume and cover letter to info@thearmoryshow.com. Visit https://www.thearmoryshow.com/ for more information.

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