Posted on
Aug 3

Administrative Assistant

The Armory Show

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Administrative Assistant

The Armory Show

Posted on
Aug 3


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.

Duties include but are not limited to:

Office Administration
• Answer general phone line and field calls to the appropriate persons
• Liaise with HR & Accounting departments regarding staffing (hiring and termination), attendance, health insurance and benefits, payroll, billing, reimbursements, etc.
• Assist with updating and facilitating the execution of Independent Contractor Agreements
• Oversee new staff onboarding paperwork and orientation
• 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.
• Maintain a calendar of monthly local gallery openings
• Facilitate weekly team meetings, create agendas, and take meeting minutes
• Keep consistent inventory of all snacks, in-office, and in-storage supplies, placing new orders as needed.
• Facilitate repair and replacement office equipment as needed
• Maintain office storage unit and facilitate donations of surplus goods when needed
• Coordinate external hard mailing (FedEx, Pitney Bowes postage, and courier deliveries)
• Monitor general email inbox
• Assist in scheduling conference room and coordinating staff outings, meeting catering, and other events
• Other duties as assigned, for example:
o Support Marketing Department by copy-editing newsletters, press releases, marketing collateral, and social media posts throughout the year
o Support Exhibitor Relations and VIP Departments with database updates and tracking
o Support Communications and Programming Department with travel arrangements and rsvp tracking ahead of events
o Support Sponsorships team by copyediting sponsorship decks

Executive Assistant
• Assist Executive Director with booking and management of travel and calendar
• Manage and submit Executive Director’s weekly business expenses and personal reimbursements

• Liaise with Deputy Director and external billing team to process all incoming bills
• Manage the payment of vendors, consultants, contractors, and staff, and maintain office-supply budget
• Assist Executive Director and Deputy Director with budgeting and closeout

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
o 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 transportation of on-site supplies with the moving company
• Liaise with payroll and staff to manage timesheets for all temp on-site staff

- 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 prioritize multiple projects simultaneously
- Ability to work long hours and evenings when necessary


Application Information

TO APPLY: Please submit a resume and cover letter as a combined PDF outlining your experience and interest to, with the subject line “Administrative Assistant.” Only those candidates selected for an interview will be contacted.

Merchandise Mart Properties, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard for race, religion, national origin, sex, gender identity or expression, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

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Fee: $

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New York, NY

New York, NY

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The Armory Show


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