Vacancy Announcement

Executive Assistant

The Pop Culture Collaborative (www.popcollab.org) is a philanthropic resource and funder learning community that uses grantmaking, convening, narrative strategy, and research to transform the narrative landscape around people of color, immigrants, refugees, Muslims, and Native people—especially those who are women, queer, transgender, and/or disabled. The Collaborative believes there is an opportunity—and that philanthropy has a responsibility—to build a field capable of shaping popular culture to reflect the complexity of the American people and make a just and pluralistic future feel real, desirable, and inevitable. Through partnerships between the social justice sector and the pop culture industries, the Collaborative believes activists, artists, and philanthropists can encourage mass audiences to reckon with the past and rewrite the story of our nation’s future.

POSITION: Reporting to the Executive Director, and supporting the Executive Director and Strategy Director, the Executive Assistant will work to coordinate critical aspects of the Collaborative leadership team’s workflow and provide assistance to advance core parts of the Collaborative’s programs.

PRINCIPAL RESPONSIBILITIES: We are currently seeking a full-time Executive Assistant to work with the Collaborative team and long-term consultants to accomplish the following:

Executive Assistance

  • Manage calendars and meeting requests for Executive Director and Strategy Director in a timely fashion, including providing weekly updates to Executive Director and Strategy Director on status of pending and confirmed meetings
  • Set-up, coordinate, and communicate around multi-person conference calls
  • Review, process and deliver to our fiscal sponsor approved invoices from external consultants, as well as all monthly expense reports for PCC’s Executive Director and Strategy Director, including organization of all receipts and other documentation
  • Manage all organizational, file storage, external communications and membership accounts
  • Draft email correspondence, talking points and standard presentation templates on behalf of the leadership team and prepare for review. Learn and utilize the language and “voice of leadership” in generating these communications
  • Manage aspects of intern responsibilities related to administrative support
  • Conduct desk research in support of program staff

Program Support

  • Schedule and participate in regular staff meetings and strategy sessions
  • Organize and finalize weekly agenda for staff meeting
  • Maintain and build out Basecamp as needed
  • Maintain the organization of Dropbox and Google Drive
  • Prepare contracts for external consultants, based on established templates and submit all required documents to RPA
  • Update and maintain PCC Roadmap for the year
  • Reconcile monthly internal PCC budget lines with RPA budget overview
  • Responsible for communicating major logistics and notifications to the managing partners

External Relationships

  • Regularly connect with Managing Partners’ executive assistants to help inform ongoing communication about schedules, etc.

QUALIFICATIONS:

  • Minimum three years of administrative and/or program support experience
  • Advanced communication skills, including written and verbal communication, and fluency in English language
  • Strong interpersonal skills and ability to work effectively with diverse groups
  • Exceptional ability to schedule individuals and groups with complex calendars with an understanding of their preferences
  • Team player committed to collaboration and the success of the Collaborative’s vision
  • A self-starter, comfortable working independently with minimal supervision
  • Demonstrated experience working in the social change field and/or pop culture industry highly preferred, with particular interest in individuals experienced with issues related to people of color, immigrants/refugees, and Muslims
  • Experience working professionally and discreetly with high profile public figures in entertainment and media preferred
  • Very strong attention to detail, skilled at managing competing priorities, and adept at working fluidly across diverse program areas
  • Excellent knowledge and use of the internet, email, and applications including MS Word, Excel, PowerPoint, Dropbox, G-Suite
  • Ability to conduct a high volume of daily telephone and internet communication

LOCATION/TRAVEL:                         

This position is based in New York City, with a majority of work being conducted virtually. Some travel is occasionally required.

TO APPLY: please submit 1) a brief letter stating interest and qualifications for the position; 2) a resume detailing work experience, education, qualifications and the contact information (name, email, phone) for three professional references; 3) a 1-page correspondence writing sample (email or letter), particularly writing developed for an audience of funders or grantees. Please submit all documents in WORD or PDF format via email to careers@popcollab.org.

Salary is competitive and commensurate with experience. Position includes generous benefits package, including health, dental and vision, paid vacation, 401K contributions, and other benefits.

DEADLINE FOR APPLICATIONS: Open until position is filled.

Pop Culture Collaborative is a sponsored project of Rockefeller Philanthropy Advisors, Inc. (RPA). RPA is an equal opportunity employer.

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