Executive Assistant and Board Liason

Reports to: Executive Director

About Us:

The Jacob Burns Film Center (JBFC) is a nonprofit cultural and educational institution located in Pleasantville, NY, dedicated to presenting the best of independent narrative, documentary, and world cinema, promoting visual literacy, and making film a vibrant part of the community. Learn more about the organization at burnsfilmcenter.org

Position Objectives:

The Executive Assistant and Board Liaison (EABL) will provide high-level, confidential assistance to our Executive Director (ED) and Chief Financial and Operating Officer (CFO). The EABL may also be asked to support other departments in the Lab, as well as the Theater. The EABL will routinely collaborate with all departments and most employees within the JBFC. This position will also serve as a board liaison.

Essential Duties and Responsibilities:

• The EABL manages the ED’s meeting calendar and in-box, sets up complex, multiparty meetings and understanding relative priority of each invitee and meeting.
• The EABL serves as a liaison between the ED and the Board of Directors as needed. They manage confidential documents, upload items to our board platform, and create, collect, and distribute materials for various meetings.
• The EABL coordinates board and board committee meetings, working with senior staff, committee chairs, and board leadership to ensure that meetings occur regularly, materials are accurate and timely, and that minutes are taken, edited, and circulated. Additionally, the EABL attends quarterly board meetings to record minutes.
• The EABL prepares all board meeting materials under the guidance of the ED and Senior Leadership Team, including board and committee meeting decks and quarterly progress materials, and prepares monthly staff meeting presentations as requested.
• The EABL prepares the weekly newsletter for the board and staff, highlighting relevant events throughout the week.
• The EABL works closely with other departments, including Development, Marketing, Education, Lab Programs, Film Programming, and Human Resources, as needed.
• As a key member of the administrative team, the EABL works closely with and backs up the Development managers and office management and is backed up by them, and works collaboratively with the entire administrative team.
• Administrative duties of the EABL in support of the ED include travel arrangements, expense reports, calendar management, mailing and shipping, filing and organizing, drafting communications, fielding and directing correspondence, and other duties as assigned by the ED.
• The EABL takes care of special projects as directed by the ED and participates in strategic projects as requested.
• The EABL is the focal point for coordinating Board dinners and events at the theater and Lab.

Other Duties and Responsibilities:

• Attends all mandatory training and workshops, as required and specified by the JBFC.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• May recruit, interview, hire, and train junior administrative staff in the department.

Core Competencies/Skills:

• Proficiency in Microsoft Office including Word, Excel, PowerPoint, and Outlook.
• Enjoys customer service and complex conversations with donors and the public.
• Flexible, dexterous, eager, and able to support the organization in a multitude of ways.
• Ability to work independently without close oversight, but also excited by the opportunity to contribute to and work with a larger team.
• Excellent organizational and communication skills, written and oral, and enjoy dealing with the public.
• Should have solid mathematical skills and be comfortable working with numbers.

Preferred Experience and Qualities:

• Bachelor’s degree preferred.
• Several years of experience working in a busy office environment, preferably supporting senior administrative staff.

Additional Eligibility Qualifications:

• Ability to handle and safeguard confidential materials.
• Must be detail-oriented and fearless.
• Ability to manage multiple tasks and projects simultaneously.
• Commitment to nonprofit work and an interest in film a plus.

Start Date: ASAP

Salary Range: $60,000-$65,000

The JBFC offers an excellent benefit package, including:

• Generous PTO and sick leave.
• Employer-paid and supplemented Paid Family Leave (PFL) for eligible employees.
• Generous medical, dental, and vision insurance for staff members, including a company-funded HRA to cover deductibles, as well as the option to fund a Flexible Spending Account.
• Voluntary life and AD&D insurance, and short- and long-term disability insurances.
• 403(b) plan (employer-matching).
• Option to participate in the TransitChek commuter benefits program, which allows funding a MTA North or NYC subway card with pretax deductions.
• Office located across the street from Metro North station (Harlem Line).

Application Instructions:

Please submit your resume and cover letter to jobs@burnsfilmcenter.org with “Executive Assistant 25” in the subject line of your email. No phone calls, please.

Unsure if you should apply?  Research indicates that some candidates are less likely to apply if they do not meet 100 percent of the listed qualifications.  If this is you, and you believe you would excel in this position, we strongly encourage you to submit your application.  We are actively recruiting candidates with diverse work experiences, backgrounds, sexual orientations, gender identities, ages, and abilities. We believe all work experience has value, and are fully considering all applicants with a strong desire to help us fulfill our mission, including candidates who are making career-focus shifts or returning from employment gaps.  Please use your cover letter as an opportunity to express your interest in JBFC’s mission and programs, and how you envision yourself contributing as a member of our team.

Our organization participates in the E-Verify Program.

The Jacob Burns Film Center is an Equal Opportunity Employer and does not discriminate in hiring and employment on the basis of race, ethnicity, creed, sex, gender (including gender identity), sexual orientation, pregnancy, genetic predisposition and/or carrier status, disability, age, religion, marital status, national origin or citizenship status, veteran status, or any other classification as protected by law.  We hire and promote individuals solely on the basis of their qualifications for the job.  We encourage all qualified candidates to apply for positions to be filled.  Please inform the JBFC if you need any assistance with the instructions provided to participate in our application process.  Questions and concerns may be directed to jobs@burnsfilmcenter.org

This job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required of this position. Duties, responsibilities and activities may change, or new ones may be assigned.