Jen Bekman Projects is looking for an obsessively organized, art-loving, task master to be our Office Manager and Executive Assistant. He or she will work as the direct assistant to Jen and oversee the day-to-day operations of the office, as well as supervise our interns. The candidate must be self-motivated and diligent, pay extreme attention to detail and be able to juggle multiple deadline-driven tasks simultaneously. Administrative experience in an office environment is a must. He or she should love art, photography and technology and eat/sleep/breath the Internet and social media.
If you know anything about Jen, you know she works around the clock, so with this role, you'll need to be reachable by email or phone on evenings and weekends. This is a full-time role that begins immediately.
Who We Are
JBP's mission is "art for everyone." We're an NYC-based company that uses the power of the Internet to bring the value and joy of collecting art to a wider audience than has ever been possible. JBP consists of three programs: 20x200 is an innovative website that offers curated, limited-edition prints at "ridiculously affordable prices." Hey, Hot Shot! is a critically-acclaimed international photography competition which discovers, recognizes and promotes photographers at all stages of their careers. Jen Bekman Gallery, the flagship of JBP, exhibits photography, works on paper, paintings and mixed media.
The Job
- Manage Jen's scheduling, communication and correspondence: this includes arranging and preparing for meetings and presentations, managing a voluminous amount of email and phone calls, and redirecting inquiries appropriately in a timely fashion.
- Manage all aspects of her (extremely hectic) travel schedule: this will include booking tickets, arranging accommodations/food/transport, etc.
- Maintain and update Jen's professional profile and bio for Personism, LinkedIn, press inquiries, speaking engagements, etc.
- Manage the office: maintain overall organization, order office supplies and JBP print and shipping materials and communicate with building management.
- Oversee daily administrative tasks: shipping, receiving, copying and faxing of office documents.
- Manage phone calls, messages and mail for the office. Respond to basic requests for information.
- Handle internal scheduling and coordinate office-wide meetings. Prepare meeting notes.
- Oversee internship program: hire, train, schedule and manage interns on projects. Ensure a positive, productive and worthwhile experience for the interns while maximizing their contributions to JBP.
The Person We're Looking For
- Has at least a bachelor's degree—or a good excuse.
- Has 3-4 years of administrative experience, preferably in arts administration or at an internet company.
- Functions well in a high-activity, fast-paced environment.
- Is resourceful, flexible and willing to tackle new projects and tasks.
- Can juggle many different deadline-driven tasks simultaneously (yes, we said that once before but it's important!).
- Loves making to-do lists, is obsessively organized and pays manic attention to detail.
- Has a way with words—in email, on the phone, and of course, in person!
- Knows how to handle confidential and sensitive information with professional discretion.
- Has solid knowledge of the principals and practices of personnel administration.
- Has experience screening, interviewing and hiring employees.
- Has experience training and managing interns.
- Is fluent in social media and extremely web savvy: Tumblr, Flickr and Twitter are dear friends and Facebook is no stranger.
- Have experience or heavy engagement with blogging—writing in HTML or content management systems is a plus!
- Is familiar with Word, Excel, FileMaker, PowerPoint and Google applications (Mail, Documents, Calendar, etc.).
- Is friends with the photocopier, scanner and fax machine.
- Is an expert note-taker and meeting coordinator.
- Is reliable, reliable, reliable.
Extra Stars For
- Startup experience.
- Experience re-locating offices (or moving apartments many, many times).
- A knack for furniture arrangement.
- Knowing his or her way around a hammer, drill and a paintbrush.
If you fit the profile above, please submit your resume and cover letter to jobs@jenbekmanprojects.com with the subject line: "Office Manager/Executive Assistant, Last Name, First Name." Include your cover letter in the body of the email and attach your resume. Please, no boilerplate cover letters, they will end up in the cyber circular file. Be original! And, let us know why you think you'd be a good match for a position at Jen Bekman Projects.
Your cover letter *must* include salary requirements. Resumes without cover letters will NOT be considered.
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