Administrative Manager and Executive Assistant, Berklee NYC

Job Description:

Berklee NYC is seeking a highly organized and proactive Administrative Manager & Executive Assistant to support various administrative functions at Berklee’s campus in midtown NYC. Berklee’s NYC campus is a hybrid facility consisting of graduate degree programs and summer programs. It also operates Power Station, the largest professional recording studio in NYC, servicing clients in the music, film, theater, and television industries.
Job Description
Reporting to the Executive Director of Berklee NYC, with a dotted line to the Director of Operations, the Administrative Manager and Executive Assistant will assist and support multiple administrative aspects of the Berklee NYC operation. You will thrive in this role if you are a team player with strong communication skills and enjoy working in a fast-paced environment. You have a proven track record in administrative management, exceptional organizational skills, and the ability to multitask effectively. Your ability to anticipate needs, solve problems proactively, and foster collaboration will be key to your success.

Essential Duties and Responsibilities:

• Work with the Executive Director on daily administrative operations, including email, calendar management/appointment scheduling, travel, and special projects.

• Act as a Workday point person for Berklee NYC and Power Station at Berklee NYC, assisting staff with Workday processes and procedures

• Finance and Contracting Assistance: 

  • Administer accounts payable processes, including setting up vendors to be paid, processing invoices, and contract submissions

  • Managing contracting and payments for guest artists for Berklee NYC academic programs  

  • Reconciling procurement (credit card) accounts for the Executive Director, Director of Operations at the Power Station, and Power Station studios 

  • Reconciling incoming payments for Power Station studios and following up on accounts receivable as necessary

  • Handle Power Station client onboarding paperwork as needed 
     

• Oversee internal communications process to the Berklee NYC community, including managing the BNYC communication calendar

• Project management: Working on special projects and operations, and analyzing and improving processes

• Work with the Executive Director to coordinate and set up campus operational and academic meetings, including scheduling, agendas, pre-reads, pre and post-meeting communications, managing Zoom sessions and break-out rooms, and ordering catering when needed.

• Event planning such as faculty orientation, staff appreciation day, commencement dinner, etc. 

• Collecting data and preparing reports for NYC Mayor’s office partnership 

• Communicate with stakeholders, clients, vendors, visiting artists and students as needed.

• Oversee ordering office supplies for the academic offices, and coordinating with the Facilities Manager for Annex facilities 

• Other tasks as assigned.

Supervisory Responsibilities: 

• Supervision and scheduling of graduate assistants/student employees (1- 3)
   

Experience and Competencies:

• 1-2 years experience in an administrative role. 

• Demonstrated proactive and creative approaches to problem-solving with strong decision-making capability.

• Excellent time management with the ability to coordinate multiple projects.

• Exceptional interpersonal skills to build relationships with staff, faculty, and partners.

• Outstanding written and verbal communication.

• Highly resourceful and effective both independently and in a team.

• Proven ability to meet deadlines and achieve goals in a fast-paced environment.

• Culturally competent, with experience in diverse, multi-cultural settings.

• Proactive mindset, seeking opportunities and proposing solutions.

• Sense of humor.
   

Technical Skills:

• Proficiency in most of the following, with the ability to learn others quickly:

  • Google Suite (Docs, Sheets, Drive, Calendars, etc.)

  • Workday

  • Microsoft Suite (Word, Excel, PowerPoint, etc.)

  • Apple macOS

  • Zoom
     

Preferred Qualifications

• Experience in higher education administration.

• Budget and expense management skills.

• Knowledge of office management best practices.

• Ability to create visually engaging presentations using PowerPoint, Google Slides, or Canva.

Hiring Range: $65k-$77k

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

 

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee: 

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance.  Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at [email protected] or call 617-747-2375.

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

Employee Type:Staff