Office Manager

January 8th, 2021
Office Manager

Office Manager

  • Part Time
  • Entry Level
Job Category: Administrative
Location: Manhattan
Job Sectors: Arts & Culture

We are seeking a part-time Office Manager available to start immediately in New York City. This position reports to an office. 

 

Overview:

 

The  Office Manager’s primary responsibilities include overseeing Aubin Pictures’ day-to-day office operations, serving as Aubin’s archivist, managing inventory for online stores and fulfilling orders, and supporting staff when necessary. 

 

Responsibilities:

 

Office Management

 

  • Conduct Aubin Pictures’ clerical duties regularly, including filing, answering phone calls, opening and distributing mail, depositing checks  

     

 

  • Troubleshoot IT issues and liaise with IT consultants

     

 

  • Order food and supplies, ensure that office is stocked with necessary items

     

 

  • Research and schedule office repairs and supervise all projects 

     

 

  • Set up office equipment and maintain inventory of office

     

 

  • Liaise with third party vendors (e.g. building superintendent, contractors) and research new ones when necessary

     

 

  • Organize and coordinate office events

     

 

Archiving and Information Management

 

  • Responsible for assembling, cataloguing, preserving and managing collections of information related to Aubin Pictures in electronic and hard copy libraries

     

 

  • Create and update records and databases with personnel, financial, and other organizational data (e.g. Synology, Little Green Light, Mail Chimp)

     

 

Online store and inventory 

 

  • Maintain inventory of Aubin Pictures and film merchandise; order supplies as needed

     

 

  • Keep the online store up to date and ensure website functionality

     

 

  • Fulfill orders and requests for materials

     

 

  • Handle all shipping and receiving needed

     

 

Staff support

 

  • Arrange professional and personal travel plans for the director as well as Aubin staff when appropriate

     

 

  • Run errands related to the office for director and office staff

     

 

  • Support Deputy Director with monthly financial tasks (e.g. documenting purchases)

     

 

  • Assist with professional and personal projects for director on occasion (e.g.  sending gifts/flowers)

     

 

  • Respond to emails as requested by director 

     

 

  • Manage director’s professional and personal schedules as needed, including medical and social appointments

     

 

 

 

Requirements:

 

  • Highly organized with the ability to multitask and prioritize

     

 

  • Ability to work calmly under deadline and to work flexibly

     

 

  • Ability to complete complex administrative tasks with minimal supervision

     

 

  • Team player; positive attitude

     

 

  • Strong written and verbal communication skills 

     

 

  • Demonstrates sound and accurate judgment; ability to support and to explain the reasoning for making decisions

     

 

  • Experience with Google Chrome, Microsoft Word, and Apple Products

     

 

  • At least 2 years of office experience 

     

 

Compensation and Benefits: 

 

20 hours/week at $25/hour

 

Eligibility and how to apply:

 

Applicants must be eligible to work in the United States. Aubin Pictures is an equal opportunity

 

employer, and encourages applications from people of color; LGBTQ+ individuals;

 

people with disabilities; formerly incarcerated and system-impacted individuals, including those

 

on parole; and all others regardless of immigration history.

 

Please send a cover letter, resume, and a list of 3 references to [email protected] with the subject line: Application Office Manager

 

 

 

You will only be contacted if you are chosen for an interview. No calls or emails, please.

 

 

 

Aubin Pictures

  • 138 Grand St., STE 5WR
  • New York, NY 10013
  • Phone:

To apply for this job please visit docs.google.com.

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