Brooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

The Administrative Assistant will provide support in all functional areas of the programming department to ensure efficiency and organization.  The ideal candidate will organize materials so that they are easily available for reference and use by Programming and by other departments in the institution, as appropriate.  Also, maintain a functional and welcoming physical environment for the Programming department, our visitors, and provide administrative support to the Artistic Director and Programming Staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

• Create and maintain up-to-date and accurate files for current, future, and potential performances; ensure that this material is available for use within the Programming Department and for access throughout BAM.
• Maintain and update Programming Department electronic filing systems. 
• Manage credit card receipts, petty cash, and out-of-pocket expenses for the Artistic Director and Producer.
• Submit invoices and reimbursement requests to Finance on behalf of Programming staff, consultants, and guest curators.
• Assist Manager, Artistic Planning on populating ArtsVision and other software as needed with information relating to future productions.
• Draft and edit letters, emails, and other correspondence on behalf of the Artistic Director.
• Maintain accurate and up-to-date contact lists for the Programming Department (artists, colleagues, etc.)
• Assist in scheduling internal and external meetings and take meeting notes as applicable.
• Assist in booking flights, hotel, and other travel arrangements for the Artistic Director, including purchasing performance tickets. 
• Respond to internal ticket requests and coordinate ticket orders with box office, ticket services OR house seat manager, and other departments, physically and electronically. 
• Manage and respond to meeting requests and external performance invitations from artists and producers.
• Answer Programming Department’s phone calls, distribute Programming Department’s mail.
• Register guests in BAM’s security portal, welcome them to the department, arrange hospitality for meetings, and give informal tours of BAM’s venues as needed. 
• Respond to problems and initiate improvement in the department’s physical, decorative and technological environments by corresponding with the Building Operations, HVAC, and IT departments. 
• Manage the department office supplies – monitor supply levels, replace, and restock as necessary.

• Bachelor’s Degree and/or minimum 2 years’ experience in providing essential administrative support.
• Interest in and knowledge of the performing arts 
• Excellent organization and time management skills 
• Ability to multitask projects with varying deadlines.  
• Excellent verbal and written communication skills 
• Proficiency with MS Word, Excel, and Outlook   
• Experience with Tessitura (or similar database) helpful 
• Polite, professional behavior, particularly when interacting with artists 
• Excellent problem-solving and interpersonal skills 
• Sensitivity with confidential information 

Compensation: The salary for this role is $73K.  This role is represented by Local 2110 and will be paid in accordance with the BAM/UAW Local 2110 Collective Bargaining Agreement. This position is full-time, exempt, and eligible for benefits. BAM provides a comprehensive benefits package including medical, dental, and vision insurance, retirement plan opportunities including both 401(k) and pension plans, as well as BAM-related benefits including access to BAM's fantastic programming. 

Working conditions: Administrative Work (Category 1):

• The employee sits most of the time yet may occasionally move around the office, uses fingers and hands, engages in frequent oral communication, and has close visual acuity to perform activities such as viewing a computer and preparation of data and figures.
• Hybrid Schedule

Application Instructions: Must complete an online application through BAM's website  - no phone calls, emails or walk-ins, please. 

Internal Applicants must apply through BAM's website

Employees must meet all the following criteria to be considered for an interview: 

• Completed at least 1 year of continuous, active service in current position. (Positions excluded include, but are not limited to, temporary assignments, and probationary employees) 
• Meet the experience and skills requirements as outlined in the job post 
• Be employed in the current position for at least one year 
• Performed in a satisfactory manner without any corrective actions in the last 12 months 

Brooklyn Academy of Music is an Equal Opportunity Employer. BAM recognizes that historic institutional practices lead to a non-inclusive environment and is working to address diversity and inclusion in all forms. Individuals in BAM are experiencing their own pace during this process, which is not uncommon when addressing power and privilege. The Artistic Programming team supports and continues to take part in this process.