Administrative Assistant

The Paley Center for Media is the world’s leading 501 (c)(3) nonprofit cultural institution whose mission is to preserve our media history and to explore media’s powerful shaping influence on our culture.

The Paley Center for Media owns the iconic, New York Paley Museum where media, sports, gaming, and entertainment come together, and during the year, produces unmatched programs for the public and industry. On the public side, programs celebrate the very best of television, digital content, and interactive entertainment. On the industry side, the Paley Center convenes the most influential business leaders to explore and debate the most critical issues and opportunities within the industry while also fostering a sense of community amongst peers. Through its respected Paley Impact series, programs educate and explore how media impacts culture and shapes public discourse on important societal issues.

At the heart of the Paley Center sits the Paley Archive, which represents the largest public collection of its kind and is often cited as a national treasure, with over 160,000 programs spanning more than 100 years. This collection also serves as an incredible resource for K-12 educators and students nationwide that are served through its respected education classes.

Previously known as The Museum of Television & Radio, the Paley Center was founded in 1975 by William S. Paley, a pioneering innovator in the industry. For more information, please visit paleycenter.org.

Summary: This is a full-time, non-exempt position that reports directly to the VP, Facilities & Special Projects, while providing support to the Chief Financial Officer and the executive floor.  They will be responsible for duties related to business and building/museum operations and special projects.  This person works closely with two executive assistants to provide administrative support and back-up necessary to support the senior executive team.  Administrative responsibilities include phone coverage, managing meeting and event calendars, preparing expense reports and research reports, and box office assistance, plus support of other departments, as needed. This position is in-office, Monday through Friday.

Executive Floor

• Demonstrates professionalism, providing top-tier service with discretion and confidentiality for all interactions with VIP clients, guests, and colleagues

• Consistently represents executives and adheres to company policies and procedures
• Efficiently manage incoming calls for executives with comprehensive phone coverage and appropriate routing/message taking and follow-up

• Supports executives in meeting preparation, providing necessary materials and information as requested
• Assists with organizational programs, Board meetings, and other events

• Arranges travel for executives and guests

• Completes monthly expense reports
• Conducts research, compiles data, and produces reports
• Handles special projects and other administrative tasks as requested

Building Services

• Inputs vendor invoices into the expense tracker to compare actual expense against budget
• Coordinates information with maintenance and engineering on building operations matters
• Assists with Inventory management
• Assists in projects as assigned

Core Competencies

• Highly organized with proven ability to meet deadlines and budgets. 
• Ability to take ownership of all tasks and manage simultaneously.
• Outstanding verbal communication and superior business writing skills.
• Positive and professional demeanor with excellent interpersonal and administrative skills.
• Ability to handle and prioritize multiple tasks while maintaining attention to detail.
• Display resourcefulness, creativity, excellent problem-solving and research skills.

Requirements 

• Minimum 1 year of administrative experience in a fast-paced, service-oriented environment
• Proficient in Microsoft Office programs, including Word, Excel, PowerPoint, and SharePoint.
• Strong communication skills, written and verbal
• Solid organizational and time management skills; ability to prioritize tasks
• Attention to detail and problem-solving skills
• Ability to work independently and as part of a team
• Proactive, high energy team player, with initiative

• Ability to work early mornings and late evenings, when necessary, to support Paley events and programs

• Bi-lingual in Spanish a plus

• Interest in Facilities Management/Building Operations, a plus
• Knowledge of ticketing software, (i.e., Universe) a plus
• Ability to occasionally lift inventory boxes (20-30 pounds)
• Bachelor’s degree

• Complete COVID vaccination and booster

The rate for this position is $20 per hour.

Equal Employment Opportunity Statement

The Paley Center for Media maintains a strong policy of equal opportunity in employment.  It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law.  Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.