Executive Assistant and Office Coordinator

The Moth

Posted: 8/1/2019

Position Type: Full-Time (Paid)

Function: Administration/Operations

Primary domain: Arts, Culture and Humanities

City: New York

Postal code: 10004

State: New York

Country: United States

Organization Information:

Budget:

Not Available

Website:

https://themoth.org/careers

Mission statement:

The Moth’s mission is to promote the art and craft of storytelling and to honor and celebrate the diversity and commonality of human experience. The Moth promotes understanding and connection through the practice of storytelling and by elevating the artform on stages, airwaves and in workshops around the world, we are creating a more compassionate world where every individual story matters.

We believe that by telling true personal stories and honoring an individual’s experience, we can:

●      challenge dominant narratives

●      inspire greater confidence in storytellers

●      deepen connection in community; and

●      spark empathy among listeners around the world

Position Details:

Job Description:

ORGANIZATIONAL DESCRIPTION:

The Moth is a non-profit dedicated to the art and craft of storytelling. Since launching in 1997, The Moth has presented over 35,000 true personal stories, told live, without notes, to standing-room-only audiences around the globe. Renowned for showcasing a broad range of human experiences, The Moth produces approximately 600 live shows each year and has an ongoing presence in 30 cities worldwide. Additionally, The Moth runs storytelling workshops for high school students, teachers, adults and advocates from around the world through its Education, Community and Global Programs, and MothWorks which uses the essential elements of Moth storytelling at work and other unexpected places. The Moth Podcast is downloaded over 61 million times a year, and each week, the Peabody Award-winning The Moth Radio Hour, presented by PRX, The Public Radio Exchange, is heard on 500 radio stations. The Moth has published three critically acclaimed books — international bestseller The Moth: 50 True Stories (2013), All These Wonders: True Stories about Facing the Unknown (2017) and New York Times Best Seller, Occasional Magic: True Stories About Defying the Impossible (2019). 


JOB DESCRIPTION:

The Moth seeks an innovative, resourceful, and proactive Executive Assistant and Office Coordinator to provide comprehensive administrative support for The Moth’s Executive Director, Artistic Director and Executive Producer. The Executive Assistant will manage complex scheduling, meeting and project coordination, as well as office coordination for the entire Moth team. The Executive Assistant will provide additional support to all members of the Executive Team. Autonomous problem solvers and organized self-starters who can navigate a fast-paced, mission-driven environment will thrive.


KEY RESPONSIBILITIES:


EXECUTIVE ASSISTANCE

  • Provides a wide range of complex administration and support for The Moth’s Executive Director, Artistic Director and Executive Producer

  • Serves as the principal administrative contact and liaison with all external and internal constituents including storytellers, funders, creative and business partners, advisory committees and the Board of Directors

  • Manages complicated scheduling with accuracy and efficiency, and understands management’s priorities

  • Assists in setting the agenda for weekly Senior Artistic and bi-weekly Executive meetings 

  • Writes correspondence on behalf of the Executive team as needed

  • Provides research for important meetings and projects 

  • Prepares materials for meetings with the Board of Directors

  • Maintains organized contact lists, assists with special invitations for Moth events and oversees gifts for holidays and special occasions

  • Prepares data, audio, video and other materials as needed for special projects and weekly editorial meetings 

  • Liaises with interns and other staff members when additional support is needed

  • Handles expenses, receipts and financial data 

  • Ensures handling of tickets for special guests of the Executive Team and Board

  • Upholds the strictest level of confidentiality


OFFICE COORDINATION:

  • Implements and maintains procedures and office administrative systems

  • Schedules and manages all aspects of the office’s monthly services including internet and cell phone providers, copier, cleaning and plant maintenance, watercooler, A/C and HVAC systems and all associated invoices and COIs.

  • Handles all communication with the office building’s security and management teams, including all of the office’s infrastructure needs like plumbing, lighting, freight elevator, etc. 

  • Conducts weekly, monthly and quarterly inventories and restocking of office supplies, paper products, as well as pantry items and oversees The Moth’s storage facility in the building

  • Oversees mail handling and distribution

  • Maintains the proper appearance of entire office 

  • Oversees the office’s IT consultant and communicates with them about needed maintenance of the office’s IT systems, conference lines, video conferencing and associated tech upgrades 





Qualifications:

IDEAL CANDIDATE:

The Executive Assistant and Office Coordinator is ideal for a motivated person who enjoys working within an entrepreneurial environment that is mission-driven and community-oriented. The ideal individual will have a demonstrated ability to exercise good judgment in a variety of situations, be adept at written and verbal communication, possess strong administrative and organizational skills, and have the ability to maintain a realistic balance among multiple priorities. The Executive Assistant and Office Coordinator will have the ability to work with all levels of management and staff as well as the organization’s Board of Directors. At least three years prior experience in an administrative or similar role is required. Ideally the candidate will have a strong appreciation for the performing arts and storytelling. 

Benefits:

ABOUT OUR CULTURE:

We are proud to foster a workplace free from discrimination. We truly believe that diversity of experience, perspectives, and background will lead to a better environment for our employees and a better storytelling experience for our audience. Moth employees benefit from a variety of perks including:

  • Full benefits package, including 401k, wellness reimbursements and more

  • Summer Fridays

  • Quarterly happy hours and excursions

Salary:

Commensurate with Experience

Posting Expiration Date:

9/30/2019

How to Apply:

HOW TO APPLY:

Please submit a resume and cover letter to [email protected] with the subject line of,

“Executive Assistant and Office Coordinator”.




 

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