Assistant to Executive Director

This is a Full Time Job

The Executive Assistant to the Executive Director plays a critical role in supporting the Executive Director, coordinating activities with the Senior Leadership Team, and managing the daily operations of the executive office.

This position requires exceptional organizational skills, critical thinking, and the ability to anticipate needs while handling interactions with talent and stakeholders with professionalism, discretion, and sound judgment.

Responsibilities include:
• Providing administrative support such as scheduling, teleconferencing, and taking meeting notes
• Coordinating all aspects of meeting logistics, such as communication, setup, and materials preparation
• Assisting with special event planning and fundraising efforts
• Organizing and submitting senior leadership expense reports
• Handling and coordinating senior leadership communications and travel
• Managing VIP guest coordination
• Taking minutes at Board and Foundation meetings
• Managing rosters and term limits for Board members

The Executive Assistant also oversees donor-related activities in the organization's database, including:
• Entering donations
• Generating acknowledgments
• Preparing reports in collaboration with development, marketing, and accounting teams.
• Interest and love for film is a major plus

Additional tasks may involve:
• Participating in local festivals, film festivals, and meetings
• Ensuring compliance with regulatory filings
• Managing memberships and historical records
• Education initiatives
• Social media

This role also serves as a liaison for vendors, oversees office systems and supplies, and provides coverage for the Theater Manager as needed.

Adherence to the organization's core values and professionalism in dealing with guests, board members, staff, donors, and volunteers is essential.

The position is hybrid but requires some weekend and holiday work as needed to adhere to the organization's event and screening schedules, with an in-person setup for such times at the theater on the East End of Long Island.