Administrative Assistant, Public Affairs

Description:

The Administrative Assistant provides administrative support to the VP of Public Affairs and the Public Affairs department. This department encompasses Juilliard's marketing, communications, publications, website and creative services. The Administrative Assistant's role entails a variety of tasks including scheduling meetings, tracking mail, processing invoices, and maintaining digital files and photo assets. This role supports a busy team of creative individuals in producing a high volume of projects and requires strong communication and organizational skills. 

Salary for this role is $58,000 per year. This job is performed onsite, not remotely. 

Working at Juilliard

Founded in 1905, The Juilliard School is a world leader in performing arts education. The school's mission is to provide the highest caliber of artistic education for gifted musicians, dancers, and actors from around the world so that they may achieve their fullest potential as artists, leaders, and global citizens.

Excellence and professionalism are important guides in how we go about our work, but we also connect to the mission as individuals in the workplace. We thrive because of our variety of backgrounds and our ability to be open and honest, and we also thrive because we enjoy each other's company. We believe that each employee has the responsibility to help shape the Juilliard organizational culture, and we provide opportunities to participate in team-building throughout the year. Our organizational values focus on excellence, creative enterprise, and equity, diversity, inclusion, and belonging.

We encourage you to read more about how we achieve our mission on our website, juilliard.edu.

Role Responsibilities:

• Provide administrative support to Vice President of Public Affairs and the Public Affairs department. This includes greeting guests, scheduling meetings, and assisting with department gatherings.
• Prepare invoices and credit card statements for approval.
• Assist with filing and sharing photo assets using Libris, the data asset management (DAM) system. Name and tag incoming photos according to established naming conventions. 
• Scheduling photographers, coordinating photography schedule, tracking department approvals, and logging appropriate forms for visiting film crews. 
• Process incoming mail and manage subscriptions for publications.
• Maintain organized departmental files, digital and physical.
• Track incoming requests, field inquiries, and act as a point of contact for other departments. 
• Occasionally serve as a tour guide for guests, fostering a welcoming environment, and provide support at institutional events.
• Special projects and other duties as assigned.

Minimum Requirements:

• Bachelor's Degree 
• Excellent organizational skills with attention to detail
• Strong written and oral communication skills 
• Enthusiasm, discretion, and ability to multi-task
• Skills with Microsoft Office, particularly Word, Excel, and PowerPoint
• A positive, "can-do" attitude, indicated by an ability to work effectively with professionals, students, guest artists, administrators, and external partners from different backgrounds and cultures, and a willingness to take on responsibilities outside of the job description, as needed

Preferred Background:

• Familiarity with Libris and Asana preferred but not required
• Knowledge of and/or appreciation for the performing arts
• 1-3 years professional experience

Please note that cover letters are required of all applicants. 

Nondiscrimination Policy:

The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.