Executive Assistant - Art Omi/Greenburger Cnt

Executive Assistant

This is a rare opportunity for a sharp, self-directed Executive Assistant to support two seasoned Executive Directors at the intersection of the arts and social justice — each leading mission-driven organizations with meaningful real-world impact.

The position is based at 55 Fifth Avenue, New York, NY, the headquarters of Time Equities Inc. (TEI), the real estate company whose founder established all three organizations. This person will be embedded within the TEI environment, working closely with TEI's accounting department and executive team regularly.

Both Executive Directors are remote, which means this is not a conventional support role. This person is the on-the-ground operational presence — a self-starter who builds relationships across internal teams, manages competing priorities independently, and takes full ownership of projects from start to finish.

This position provides 50/50 support to two Executive Directors: the Co-Executive Director of Art Omi Pavilions and the Executive Director of the Greenburger Centers. While the day-to-day mix will vary, both roles demand the same qualities — proactive communication, reliable follow-through, and the ability to own projects end-to-end without being managed closely.

The strongest candidate will be someone who thrives on variety, takes initiative without being asked, and genuinely wants to be a key contributor to organizations doing important work. Small teams mean high visibility and real impact.

Administrative Support — Art Omi Pavilions

• Calendar management: coordinating across organizations, individuals, and time zones; sending weekly preview emails to the Co-Executive Director and relevant parties
• Invoice processing and financial administration: coding, submitting, and following up on all vendor invoices through TEI's Avid system; ongoing coordination with the TEI accounting department on all Pavilions-related financial activity
• Annual audit and tax filing support
• Project management and special projects: taking full ownership of assigned projects and tasks — tracking status, anticipating issues, communicating proactively, and seeing things through to completion (examples include regulatory filings, permits, and other ad hoc organizational needs)
• Board meeting support: scheduling, materials preparation, and minutes
• Scheduling and logistics for in-person design, planning, and stakeholder meetings
• Support with on-site Pavilions tours and events as needed, including maintaining the tour tracker for items that come through the Co-Executive Director's office
• Donation acknowledgments, thank-you correspondence, and vendor communications
• Digital server and physical archive maintenance
• Grant application support as needed

Administrative Support — Greenburger Center for Justice

• Managing the Executive Director's calendar by coordinating with organizations and individuals on her behalf
• Responding to emails and phone calls in a timely manner
• Managing all reimbursement and invoice requests
• Assisting with advocacy campaigns and special projects, including preparing and organizing background documents, media materials, and informational packets
• Basic website maintenance: updating events, staff, and news
• Managing all events, both online and in person
• Board maintenance: minutes, meeting packets, website updates
• Social media content creation and management
• Managing filing and organizational tasks; resolving administrative issues as they arise

Administrative Support — Greenburger Center for Social and Criminal Justice

• Responding to emails and phone calls in a timely manner
• Directing referral and information requests to appropriate staff members
• Organizing onsite informational events, including tours
• Managing reimbursement and invoice requests
• Basic website maintenance: updating events, staff, and news
• Board maintenance: minutes, meeting packets, website updates
• Social media content creation and management
• Managing filing and organizational tasks; resolving administrative issues as they arise

Additional Support — Altamer Resort (Anguilla)

The Co-Executive Director of Art Omi Pavilions also serves as asset manager for Altamer, a luxury villa property in Anguilla. This role will provide administrative support on an as-needed basis with tasks that arise in connection with that asset management work.

What We're Looking For

• 2+ years of professional experience in an administrative capacity supporting C-level executives
• Bachelor's degree required; background in English, Communications, Arts Administration, or a related field a plus
• Experience in calendar management, travel coordination, event planning, invoicing, expense reporting, and project support
• Exceptional written and verbal communication — you will represent two Executive Directors externally
• Comfort working with accounting workflows and cross-departmental teams; familiarity with Avid or Concur a strong plus
• Strong digital organization skills; fluency with Google Drive, Microsoft Teams, and similar platforms
• Proactive and solutions-oriented — you identify issues before they escalate and come with a plan
• Ability to manage multiple priorities across different organizations simultaneously, without losing track of details
• High professionalism, discretion, and sound judgment
• Genuine interest in the arts, social justice, or mission-driven work

Benefits

This position operates under the Time Equities Inc. employee benefits umbrella, offering a highly competitive and comprehensive package including health insurance, 401(k) with employer match, disability and life insurance, health and wellness programs, and paid time off.

How to Apply

Please submit a resume, salary expectations, and a short cover letter explaining specifically why you are the right person for this role.