Working under the leadership of the Director of Executive Affairs in a high profile fast-paced environment, the seasonal Executive and Operations Associate will provide assistance in performing a wide range of confidential administrative, clerical and operational duties and support specific to the coordination of the annual conference (APAP|NYC).
The ideal candidate has a college degree or the equivalent in experience; with at least two-year’s experience in administrative/event support, operations and customer service; measurable experience with Microsoft office software, excellent verbal written and electronic communications skills; willingness to work collaboratively across multiple departments. Must be a team player. Experience with event coordination preferred. Non-profit experience a plus.
The seasonal position is full time October 15, 2018 through January 31, 2019. Applicant must be available to travel to New York City for APAP|NYC conference January 2-9, 2019.
Assist with conference event coordination and provide conference administrative support for Executive Office.
Provide general operational support.
Assist with email and phone support for registration and conference information.
Assist with special guest registrations and VIP event coordination.
Coordinate office move and set up of production suite at APAP|NYC 2019.
Onsite support at APAP|NYC, including conference registration, meetings and receptions
Sort and distribute daily incoming correspondence; receive and sign for deliveries.
Maintain postage equipment and in-house mailing systems; responsible for adding postage and coordinating servicing
Serve as point of contact for building services and office maintenance requests; tracks keys/office fobs for the suite.
Responsible for coordinating conference room scheduling.
Maintain office calendar to coordinate meetings and out of office schedules.
Post open positions, new staff orientation scheduling.
Update phone list and staff contact files..
Retrieve APAP voicemail and monitor incoming faxes.
Provide accurate, appropriate and immediate responses to member inquiries.
Organize routine supply orders.
Maintains a positive attitude and contributes to a quality work environment.
Other duties as assigned.
Experience in a not for profit organization preferred
Must be detailed oriented and have the ability to multitask
Demonstrated office administration and customer service skills
Must provide efficient administrative support in a high-profile environment
Ability to maintain confidentiality
Excellent computer skills – Microsoft Office, CRM, AMS systems
Excellent verbal and written communication skills
Must be a team player
College degree or an equivalent of education preferred
*Note: All duties and requirements stated above are the essential job functions. This job description in no way states or implies that these are the only duties to be performed by the staff occupying this position. Staff members may be required to perform other job-related duties by their supervisor.
Interested applicants should email cover letter outlining qualifications, resume, references and salary requirements for confidential consideration to firstname.lastname@example.org. Please include “Executive and Operations Seasonal Associate” in the subject line. No phone calls please. Principals Only
APAP, the Association of Performing Arts Professionals (formerly the Association of Performing Arts Presenters) is the national service, advocacy and membership organization for presenters of the performing arts. APAP is dedicated to developing and supporting a robust performing arts industry and the professionals who work within it. In addition to the annual APAP|NYC conference - the world's leading convening for the performing arts industry - APAP is the industry's leading community for networking and knowledge.