Artist Programs Administrative Assistant

Job Description

Job Description

Lower Manhattan Cultural Council

New York, NY

ABOUT LMCC

LMCC is Manhattan’s Arts Council—a dynamic non-profit organization with a 50 year history of supporting and connecting artists and communities throughout Manhattan. 

Founded in 1973, LMCC serves hundreds of artists and tens of thousand of audiences each year through robust Grantmaking and Artist Residency Programs as well as a dynamic calendar of free public art events throughout Manhattan and at the Arts Center at Governors Island—a 40,000 square foot arts center that is activated year round with public programs and art exhibitions. 

We are a 15 person team of passionate and devoted arts leaders and administrators, providing funding, studio and rehearsal space, professional development, and leadership in cultural planning and advocacy. All activities and operations are supported by a $6M budget and the leadership of an engaged Board of Directors.

WHO WE ARE LOOKING FOR

The Administrative Assistant, Artistic Programs, is an essential role of the Artistic Programing team, primarily responsible for communication, coordination, and cross-program department support. This includes direct support of the Program Manager as well as management of backend systems and data management tools. The ideal candidate thrives in a highly collaborative, fast-paced fluid environment, adapting to shifting administrative priorities while maintaining seamless communication across all teams.

DUTIES AND RESPONSIBILITIES

The Administrative Assistant, Artistic Programs is responsible for the following, in addition to any other projects assigned by their supervisor, the Program Manager.

Departmental Administrative Support (20%):

• Create and maintain comprehensive department records, including electronic files, calendars, databases, and other administrative systems, ensuring all information is organized, up to date, and accessible.
• Serve as a primary contact for general and program-related inquiries from artists, program participants, and external partners, directing questions appropriately and providing timely information.
• Assist the team with processing expense requests, tracking invoices, and ensuring financial documentation is accurate and submitted on time.
• Schedule and coordinate departmental meetings, prepare agendas, take notes, and distribute meeting materials as needed.
• Support with calendar management and scheduling appointments as well as maintaining all department and programmatic calendars and documentation.

Project & Program Assistance (80%):

• Provide direct administrative support for various projects and programs, which may include preparing materials, planning and coordinating activities for program participants, coordinating travel, purchasing supplies, or assisting with event setup.
• Work with Artistic Programs and Development staff to maintain data entry cleanliness, analyze information, and generate reports
• Track and manage Manhattan Arts Grants compliance and communications with grantees (contract execution, grantee final reports, change requests, and event notifications)
• Work with the Operations and Finance departments to issue and track artist contracts and payments for program participants (grantees and artists in residence) and jurors 
• Supports the full lifecycle of the grant application and selection process; actively participates in workflow planning, staff reviews, jury panel logistics, and the production of informational sessions
• Collaborate with Marketing & Communications staff to promote grantee events and application cycle outreach campaigns, and support the annual public announcement
• Provide logistical, administrative, and on the ground event support for departmental or organization-wide events, such as artist gatherings, public programs, and the annual gala.

QUALIFICATIONS:

• Bachelor's Degree or equivalent work experience.
• 1–2 years of experience in arts administration is preferred.
• Familiarity with grantmaking preferred 
• Proficiency in Microsoft Office, Submittable, and Asana. Familiarity with Eventbrite and Salesforce is preferred.
• Excellent organizational, written, and verbal communication skills, and comfort managing budgets.
• Background in project management preferred.
• Spanish or Mandarin language skills preferred.
• Skilled at working collaboratively across departments and ensuring proactive, clear internal communication.
• High level of attention to detail and consistent follow-through on all tasks and initiatives.

COMPENSATION

This is a non-exempt role. The salary for this position is $45,500.00 and includes an attractive benefits package including health coverage, dental and optional vision plans, life insurance, and four (4) weeks of paid time off. LMCC has fifteen (15) paid holidays inclusive of closing the office between Christmas and New Years Day. Health benefits begin three (3) months after the first date of employment. 

We maintain a hybrid work schedule, generally requiring Tuesday & Thursday in-office at the Arts Center at Governors Island with remote work on Monday, Wednesday, and Friday. This is an exempt position and will require night and weekend availability.

HOW TO APPLY

Please apply through our portal. Application materials should include the following:

• A resume outlining your qualifications and experience
• A cover letter that conveys why you are a good fit for this role

Please note that applications without cover letters will not be considered. 

LMCC is an equal opportunity employer dedicated to building a culturally diverse, inclusive, equitable, and safe environment for its staff. We strongly encourage applications from individuals who self-identify as BIPOC and/or women. LMCC prohibits any kind of discrimination on the basis of an individual’s race, color, religion, age, sex, national origin, disability status, sexual orientation, gender identity or expression, genetics, protected veteran status, economic status, or any other characteristic protected by federal, state, or local laws.