Administrative Assistant

Brooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

The Administrative Assistant will provide support in all functional areas of the programming department to ensure efficiency and organization.  The ideal candidate will organize materials so that they are easily available for reference and use by Programming and by other departments in the institution, as appropriate.  Also, maintain a functional and welcoming physical environment for the Programming department, our visitors, and provide administrative support to the Artistic Director and Programming Staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

• Create and maintain up-to-date and accurate files for current, future, and potential performances; ensure that this material is available for use within the Programming Department and for access throughout BAM.
• Maintain and update Programming Department electronic filing systems. 
• Manage credit card receipts, petty cash, and out-of-pocket expenses for the Artistic Director and Producer.
• Submit invoices and reimbursement requests to Finance on behalf of Programming staff, consultants, and guest curators.
• Assist Manager, Artistic Planning on populating ArtsVision and other software as needed with information relating to future productions.
• Draft and edit letters, emails, and other correspondence on behalf of the Artistic Director.
• Maintain accurate and up-to-date contact lists for the Programming Department (artists, colleagues, etc.)
• Assist in scheduling internal and external meetings and take meeting notes as applicable.
• Assist in booking flights, hotel, and other travel arrangements for the Artistic Director, including purchasing performance tickets. 
• Respond to internal ticket requests and coordinate ticket orders with box office, ticket services OR house seat manager, and other departments, physically and electronically. 
• Manage and respond to meeting requests and external performance invitations from artists and producers.
• Answer Programming Department’s phone calls, distribute Programming Department’s mail.
• Register guests in BAM’s security portal, welcome them to the department, arrange hospitality for meetings, and give informal tours of BAM’s venues as needed. 
• Respond to problems and initiate improvement in the department’s physical, decorative and technological environments by corresponding with the Building Operations, HVAC, and IT departments. 
• Manage the department office supplies – monitor supply levels, replace, and restock as necessary.

• Bachelor’s Degree and/or minimum 2 years’ experience in providing essential administrative support.
• Interest in and knowledge of the performing arts 
• Excellent organization and time management skills 
• Ability to multitask projects with varying deadlines.  
• Excellent verbal and written communication skills 
• Proficiency with MS Word, Excel, and Outlook   
• Experience with Tessitura (or similar database) helpful 
• Polite, professional behavior, particularly when interacting with artists 
• Excellent problem-solving and interpersonal skills 
• Sensitivity with confidential info