Administrative Assistant – General Management

Brooklyn Academy of Music

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BAM (Brooklyn Academy of Music) is a 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. With an annual operating budget of approximately $50 million —the majority dedicated directly or indirectly to programming—BAM is a leading presenter of emerging and contemporary artists.

We are currently seeking a dedicated Administrative Assistant - General Management to fill this roll at BAM! The Administrative Assistant will provide support, organization and workflow optimization for the Vice President and General Manager. The Administrative Assistant - General Management employee will facilitate, monitor, and improve administrative operations of the General Management Department. This role of Administrative Assistant requires a high level of organization and intrinsic motivation. The successful Administrative Assistant candidate will be one who will take initiative and works independently.

  1. Leadership Support

Manage calendars, meeting schedules and general support for Vice President (VP) / General Manager (GM).

Receive and direct visitors.

Facilitate paper flow for VP/GM .

Create itineraries and manage travel arrangements for VP/GM.

Communicating with other departments in support of VP/GM.

  1. General Management Operations

Initiate and track routing process including dates, timing, billings and location.

Manage and communicate Dress Rehearsal and Media Call updates in ArtsVision (Calendar) to essential BAM personnel.

Manage conference room bookings and calendar, and maintain and create weekly, monthly, and venue related calendars as necessary for GM staff & staff outside General Management as needed.

Take minutes and prepare agendas for GM Operations and Divisional Staff Meetings.

Facilitate planners for GM meetings with other BAM Departments that involve VP/GM and GM Director of Budgets and Contracts.

Maintain department documents and policies. Digitally transfer important documents to Archives’ Server annually.

Order and manage office supplies.

Maintain printer paper and toner for GM Suite printers.

Manage and create Maintenance Requests for Department.

Organize gatherings and gifts for birthdays, milestones, and parties for the Department.

Support the Budget and Contact Coordinator with duties related to BAMshop and Greenlight Bookstore including Internal Purchase tracking, creating seasonal merchandise trackers, contacting visiting companies and occasional book signing oversight.

Send and distribute GM mail.

Send weekly live performance schedules to HR for newsletter.

  1. Budget Management Support

Create, submit, and track pre-vouchers (PVs) for General Management.

Submit and track GM recodes, Artist Services visa checks, and department petty cash reconciliations.

Update show tracker with information from PVs, credit card reconciliations, and Multiview.

Create and track monthly credit card reconciliations for VP/GM corporate cards.

Support GM Budget and Contract Manager with preliminary and final closeouts.

Assist the Budget and Contract Coordinator and Manager with check distribution and maintaining the PV tracker in Smartsheet.

  1. ArtsVision Maintenance

Manage active and inactive accounts in ArtsVision.

Create new user profiles for ArtsVision

Support BAM staff with inquiries related to ArtsVision.

Work with Budget and Contract Coordinator to maintain AV upgrades.


Bachelor’s Degree or equivalent work experience.

At least two years of office/administrative experience.

Knowledge of MS Word, Excel, Outlook, PDF Creator required.

Demonstrated skills in data entry, database administration, and record keeping

Excellent oral and written communication skills

Knowledge of BAM programming and audiences

Ability to manage schedules, inventory, and budgets

Interest in working in performing arts organization

Preferred Qualifications

Must be able to prioritize and multi-task

Highly organized with attention to detail

Ability to work independently

Work well under pressure

Ability to multi-task

Ability to practice high-level of confidentiality

Strong interpersonal skills and sense of humor

Customer service oriented with a good phone manner

Ability to demonstrate patience and interact in a friendly and professional manner

Pay: $20.50 per hour, eligible for paid overtime. Comprehensive benefits package.

How to Apply

Candidates must complete an online application through BAM’s website - no phone calls, emails or walk ins, please.

Brooklyn Academy of Music is currently undergoing an anti-oppression process; BAM recognizes that historic institutional practices lead to a non-inclusive environment, and is working to address diversity and inclusion in all forms. Not uncommon when addressing power and privilege, individuals in BAM are experiencing their own pace during this process. The General Managment department supports and continues to take part in this process.

Posted on August 19