Job Notice: Part-time Administrative Assistant, Grantmakers in the Arts

Grantmakers in the Arts (GIA) is seeking a part-time Administrative Assistant to join its team in its office in the Bronx, New York. This position will report directly to the Vice President.

GIA is the only national network of private, public, and corporate arts funders in the US and Canada, including independent and family foundations, public agencies, community foundations, corporate philanthropies, nonprofit regrantors, and national service organizations. GIA is widely regarded as the go-to place for relevant discussion and action within the philanthropic field. At the intersection of philanthropy and the arts, GIA breaks down silos by creating and strengthening connections with, and for, those within its membership, their grantees and philanthropy across sectors. GIA’s many programs and resources can be found here.

GIA seeks an Administrative Assistant. Working with and reporting to the Vice President, the Administrative Assistant’s focus will be supporting the logistics of GIA’s annual conference.

The GIA conference is at the very heart of our annual slate of programs, bringing together over 500 arts and culture funders, artists, and practitioners to network and learn together. GIA holds its conference in cities around the US – most recently Oakland, Detroit, Saint Paul, Los Angeles, Houston, Philadelphia, and Miami, and in 2019, Denver. The 2020 New York conference will include a mix of sixty- and ninety-minute educational sessions, offsite sessions at relevant cultural sites, and morning IDEA LAB presentations by inspiring artists and practitioners across the spectrum of creativity and innovation. Educational sessions will be a carefully selected cross-section of panels and presenters showcasing current or emerging trends responding to problems or opportunities facing the cultural community, reflecting GIA’s focus areas of racial equity, capitalization, arts education, and support for individual artists; and demonstrating collaborations among funders or between funders from different sectors. In addition to three days of sessions, cultural programs, and social activities, we will offer three daylong pre-conferences at nearby sites of interest on current issues determined by the local planning committee. Sessions are proposed by the GIA membership and selected by a local conference planning committee. The local planning committee also helps to shape themes and identify sites, and participates in the nomination and selection of all artists performing as part of plenary and keynote presentations as well as special event performances.

The Administrative Assistant’s support will include:

  • Supporting conference planning committee discussions including writing minutes and executing logistics follow up
  • Supporting calls with the conference planning consultants including writing minutes and executing logistics follow up
  • Scheduling phone calls and video conference calls with conference planner/consultants, conference planning committee members, conference speakers, conference venues, and other stakeholders
  • Lending logistical support to the negotiation of contracts with conference speakers and presenters, securing images and text for the conference website and printed materials, and other related efforts necessary to the conference’s design and execution
  • Lending logistical support to the GIA Program Manager and conference planning consultants toward the organization and design of on-site and off-site conference sessions
  • Archiving conference support materials, supplies, content, and documentation following each annual conference
  • Working at the conference on tasks as needed:
    • Conference tasks could include attendee registration, securing attendee names at conference break-out sessions, directing attendees to conference locations, coordinating logistics with off-site venues, among other tasks.

Desired qualifications and experience are as follows:

  • Excellent administrative and organizational skills, strong initiative, and attention to detail
  • Experience and facility with meeting deadlines
  • Facility with communications and scheduling platforms like Zoom, Doodle poll, Microsoft Office 365 including SharePoint and Teams, among others
  • Experience with and commitment to working collaboratively with a range of constituent groups, including staff, board members, volunteers, donors, program partners, and participants
  • Experience with event management and/or event production preferred
  • Proof of work eligibility and the ability to travel

This is a part-time (20 hours per week) exempt position. Travel to and participation in GIA’s annual conference is required. Some after-hours and weekend work may be required. Grantmakers in the Arts intentionally considers candidates from historically underrepresented communities including ALAANA (Asian, Latinx, African, Arab, and Native American) populations and people with disabilities.

Compensation: Salary range: $20,000 - $25,000 dependent on experience.

TO APPLY: Candidates should e-mail a cover letter and resume to with the subject line: Administrative Assistant. PLEASE no phone calls.