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Administrative Coordinator, Creative Social Impact

Department: Education & Family Programs
Location: Brooklyn, NY

Brooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

BAM is seeking an Administrative Assistant who has the demonstrated skills to provide high-level administrative support to the Vice President of Creative Social Impact. The selected candidate will be the main point of contact to facilitate internal and external communication to and from the Vice President of Creative Social Impact, in order to maintain the consistent flow of information throughout the institution.  The qualified candidate will organize and provide needed information, materials, and services to the Vice President of Creative Social Impact so that they may focus on strategic challenges and initiatives. 

Essential Duties and Responsibilities:

  • Screen and prioritize the VP’s mail, voicemail, and appointments using sound judgment. 
  • Anticipate the executive’s needs and proactively bring together appropriate people and other resources to support the executive in addressing issues. 
  • Maintain VP’s calendar/agenda and schedule meetings (including preparation of IT, materials, packages, and internal room reservation) 
  • Maintains rapport with employees and internal/external stakeholders by arranging continuing contacts, setting priorities, and problem resolution 
  • Maintains continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs. 
  • Receive visitors and provides information by answering questions and requests.  
  • Arrange travel schedule and reservations for executive management as needed  
  • RSVP to event invitations  
  • Process information requests from other departments 
  • Take minutes at meetings 
  • The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert-level written and verbal communication skills, strong decision-making ability and attention to detail are equally important. 
  • Assist with weekly timecard processing for unit 
  • Ad hoc duties as assigned 

Physical Requirements: Ability to sit and stand for prolonged periods of time. Ability to lift up to 10 pounds. This role will require movement throughout multiple facilities and venues; minimal local travel may be required. Ability to work evenings and weekends on an as-needed basis. 

Required Knowledge, Skills, and Abilities:

  • At least two years of experience in an administrative role, preferably supporting an executive 
  • Tech-savvy, experience using social media for business purposes 
  • Excellent calendar management skills, including the coordination of complex meeting schedule  
  • Experience assisting management with the creation of PowerPoint presentations  
  • Strong knowledge of Microsoft Suites 
  • Experience scheduling travel arrangements 
  • Commitment to fostering a positive work environment  
  • Commitment to creating and maintaining an equitable, diverse, and inclusive work environment 
  • Comfortable working with DEI concepts, programs, and initiatives 
  • Ability to practice an important level of confidentiality 
  • Schedules meetings and organizes each task meticulously. 
  • BAM administrative staff will be required to show proof of vaccination to enter the buildings as teams transition back to fully in-person operations.
  • Must have the ability to comply with the NYC COVID-19 vaccination mandate

Compensation: The salary for this position is $46,059 per year. BAM provides a comprehensive benefits package including medical, dental, and vision insurance, retirement plan opportunities including both 401(k) and pension plans, as well as BAM-related benefits including access to BAM's fantastic programming. This position is a union position that will be paid in accordance with the UAW 2110 Collective Bargaining Agreement. 

Internal Applicants must apply via the Internal Job Portal by the application deadline. Applications not submitted by the deadline may not be considered. Employees must meet all the following criteria to be considered for an interview:

  • Completed at least 1 year of continuous, active service in current position. (Positions excluded include, but are not limited to, temporary assignments, and probationary employees);
  • Meet the experience and skills requirements as outlined in the job post;
  • Be employed in the current position for at least one year:
  • Performed satisfactorily without any corrective actions in the last 12 months

Brooklyn Academy of Music is an equal opportunity employer. BAM is currently undergoing an anti-oppression process. BAM recognizes that historic institutional practices lead to a non-inclusive environment and is working to address diversity and inclusion in all forms. Individuals in BAM are experiencing their own pace during this process, which is not uncommon when addressing power and privilege. The Creative Social Impact team supports and continues to take part in this process.

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