Office Manager & Executive Assistant
ArtPhilly’s What Now: 2026—a citywide, multidisciplinary arts festival taking place in summer 2026—is hiring a full-time Office Manager & Executive Assistant to support the Executive & Creative Director and keep daily operations running smoothly. Based in Philadelphia with a hybrid schedule, this role is ideal for someone with at least 5 years of experience in administration, executive support, or office management—especially in arts, nonprofit, or mission-driven settings. Responsibilities include managing calendars, coordinating internal communications, supporting hiring and onboarding, and assisting with logistics for events and visiting artists. The salary range is $50,000–$60,000, with generous benefits including healthcare (90% premium covered), unlimited PTO, and a collaborative work environment. Position starts September 2025. Deadline for applications is August 15, 2025.
Key Responsibilities
Executive Support
- Manage the calendar, meetings, and to do list for the Creative and Executive Director
- Take notes, track action items and help prioritize time and tasks
- Draft, edit, and organize internal and external correspondence
- Prepare materials for meetings, presentations, and public engagements
- Assist with confidential communications and records (ex: board materials)
Office Management
- Maintain and update office and operational calendars, digital filing systems, contact databases (Mailchimp, HubSpot), and team-wide project tracking tools (Monday.com)
- Schedule and coordinate staff meetings and internal workflows
- Organize and order supplies and equipment as needed (digital and/or physical)
- Liaise with Operations and Communications Manager and Financial Administrator on day-to-day administrative and finance-related tasks including recurring operational costs as well as various payment schedules
- Support hiring, onboarding, and orientation of new staff and contractors, including a variety of employees (both part-time and full time, temporary and permanent)
- Coordinate hospitality for on-site meetings, maintain office kitchen, office cleanliness, and re-order supplies
Team Communication & Coordination
- Lead internal communications across departments
- Serve as a point of contact for general inquiries from the public and direct messages to the appropriate team member
- Troubleshoot systems and technologies.
Festival & Event Support
- Manage travel, scheduling, and hospitality for visiting artists, speakers, and partners
- Provide logistical and administrative support for festival-related events, meetings, and receptions with marketing and PR firms
- Coordinate office move to the festival hub and ensure smooth transition of core administrative procedures.
Qualifications
- 5 years of administrative, executive support, or office management experience, preferably in a nonprofit, arts, or mission-driven setting
- Excellent organizational skills with an eye for detail and follow-through
- Strong written and verbal communication skills
- Fluency with digital platforms such as Google Workspace, Zoom, Slack, Excel, Dropbox; familiarity with project management tools like Airtable or Monday a plus
- Ability to maintain confidentiality, juggle competing priorities, and stay calm under pressure
- Sense of humor and dogged diligence to get things done.
We are actively seeking applicants reflective of the city we serve!
ArtPhilly is committed to diversity and equal opportunity in recruitment, hiring and employment. ArtPhilly shall not, in any manner, discriminate regardless of race, color, age, disability, national origin, citizenship, creed, religion, sexual orientation, gender identity or expression, matriculation, or veteran status, and any other status protected by law.
Please email opportunities@artphilly.org with your resume and a cover letter.
|
