Administrative Assistant

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

Billing
• 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

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