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.