Jobs

Administrative Assistant

Type: Non-exempt
Reports to: Accounting and Administration Manager
Hours:  Part-Time, 24 hours/wk; Monday - Thursday, 6 hours per day between core hours of 9:00 am-6:00 pm.
Benefits: paid sick, vacation and holidays
Salary: $18-20/hr

The Administrative Assistant serves as a critical point person and general support for all IDA staff on office and administrative needs and questions. They are a helpful, accessible, resourceful and proactive problem solver, keeping our office running smoothly, supporting our members and constituents, and helping our entire staff to work together productively.

The Administrative Assistant also provides direct administrative support to the organization's Executive Director.

Key Responsibilities will include, but are not limited to:

Reception, Office and Facilities Management

  • Manage day to day office activities, including picking up mail from the mailroom, receiving and distributing deliveries, replenishing supplies, setting up meetings, and providing general administrative assistance

  • Manage and maintain the reception area, greet guests and visitors, direct incoming calls, and respond to questions from members and the public about IDA and our programs and events

  • Update and distribute IDA Staff Directory and maintain the internal staff calendar, IDA letterhead, and office forms

  • Maintain office supplies inventory, proactively checking stock to determine inventory levels, anticipating needed supplies, placing orders for supplies, verifying receipt of supplies, etc.

  • Together with the Accounting and Administration Manager, research and inform vendor selection and manage ongoing contracts and relationships with office services vendors

  • Coordinate with building and outside IT firm on a variety of technical management tasks including, hardware issues, internet issues, phone issues, etc.

  • Coordinate office equipment purchases and maintenance, calling for repairs and maintaining equipment inventories

  • Manage phone and voicemail systems and arrange for required maintenance

  • Go-to person for building issues and facilities’ day-to-day operations such as distributing building access keys, parking passes, etc.

  • Serve as the point person for shopping and office errands

  • Responsible for general office upkeep and light housekeeping of kitchen and office common areas as needed

Executive Administrative Support

  • Coordinate Executive Director’s schedule and maintain office and executive calendars

  • Assist executive staff with travel and hotel accommodations, transportation and related activities

  • Maintain stock of printed literature, company packets, etc. for Executive Director’s use

  • Manage receipts and prepare Executive Director’s expense reports

  • Assist Executive Director and Deputy Director with other administrative tasks as requested

Finance, Operations, and HR Support

  • Assist with the weekly Check Run including coordinating signatures and mailing checks to Vendors

  • Open mail, deposit incoming checks and coordinate completion of revenue allocation form

  • Format and post job announcements

  • Partner with HR and Hiring Managers to orient and onboard new hires

Meeting and Event Support

  • Coordinate, set up and provide support for meetings and events including Board of Directors and Committee meetings, bi-weekly Staff, and Senior Staff meetings

  • Lead scheduling for all organizational meetings and outside space bookings

  • Lead technical meeting setups (Zoom, Skype, etc.) and provide staff training and support on the use of these technologies

  • Work with Executive Director and Board of Directors to set Board meetings and to prepare, proofread, copy and collate Board meeting packets, and maintain files

  • Provide occasional support for evening events and programs which take place at the IDA offices. (extended hours, including occasional overtime, with appropriate notice, may be required)

  • Assist at special events and pitch in on major IDA programs, projects and initiatives as needed (extended hours, including occasional overtime, with appropriate notice, may be required)

Core Competencies

  • Extremely organized and skilled at task and time management

  • Detail oriented with excellent follow through

  • Professional manner and service minded, positive, can-do attitude

  • Self-directed learner and skilled communicator who is not afraid to ask questions and seek the context and clarification needed to make good decisions

  • Excellent business writing, communication and editing skills

  • Discretion in handling confidential, proprietary or sensitive business information

  • Adept at anticipating issues and jumping in to solve problems proactively

  • Tech savvy, with the ability to learn new programs and applications quickly and seek and implement technological solutions to improve workflow

  • Flexible and collaborative, willing to pitch in wherever needs arise

Qualifications

  • Excellent computer skills including proficiency in all Microsoft Office and Google G Suite applications required

  • Previous experience supporting executive staff is highly valued

  • Demonstrated interest in documentary, film/media and nonprofit work is a big plus

  • BA or equivalent work experience

  • 2+ years relevant work experience in an office environment

  • Proven experience working in an environment requiring reliability, initiative, and resourcefulness

  • Able to lift up to 25 pounds and be on your feet for up to several hours at a time.

  • Available to work a set regular schedule, 6 hours per day, Monday-Thursday between core hours of 9-6, as well as occasional evening and weekend hours, with advanced notice.

 

Apply Here

No phone calls or drop-ins please.


Year-round IDA Internships Opportunities

Interning at the IDA is an excellent way to learn about the world of documentary filmmaking, enhance your skills and build your resume—while supporting a great organization. IDA interns work with the Programs and Events Departments to produce educational programs, the IDA Documentary Screening Series, the IDA Documentary Awards, and DocuDay. As an IDA Intern, you’ll have the opportunity to attend IDA events, interact with some of your favorite filmmakers and grow your production, editing, social media and design skills. Interns must receive school credit. 

For more information about how to become an IDA intern, please contact internship@documentary.org.


IDA is an equal opportunity employer and highly values diversity. We provides equal employment opportunities to all employees and applicants for employment without regard to  sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender, gender identity or expression, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state or local law.