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New York, NY, US Tue, May 14 '24 EXECUTIVE adjunct, :Margaret Sullivan StudioJob description:EXECUTIVE adjunct, NEW BUSINESS DEVELOPMENT COORDINATOR, AND PROJECT TEAM adjunctEmployer:Margaret Sullivan Studio Job location:New York, NY, US Published:Tue, May 14 '24 Pay:$50,000 - $60,000annually Margaret Sullivan Studio (MSS) is a women-owned, nationally recognized design firm located in New York City. We are pursuing an entrepreneurial, energetic, and ambitious person to join our growing 12-person studio. in a fast-paced busy office with projects around the country this is a function for an organized person with their pulse on all aspects of the studio who will be in full-control of the Principal's calendar and correspondence, along with firmwide travel deadlines, logistics, and pulling things together at all levels to increase shared expertise, find synergies, and optimize our joint efforts. This job demands a "people person" with strong organization expertise, Interpersonal and listening abilities, collaboration and team-building expertise, verbal and written communication, attention to detail, time-management and organizational abilities, customer service expertise income $50,000 - $60,000 RESPONSIBILITIES Executive adjunct: Acting as Principal’s right hand having familiarity with projects, clients, firm mission, Managing scheduling, travel arrangements, acting as control point for Outlook calendar, and coordinating with all studio members, clients, and outside parties. Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Principal's behalf. Managing and anticipating Principal’s schedule as Information technology happens, physical and digital preparedness for meetings, travel, and remote work everyday Office Culture Create and foster an environment where the staff can do their best work. Consider what each individual needs to thrive and support them. Support staff members when projects are at deadlines . Incentivize/assist/support/monitor staff members filling in report EOD, timesheets,work plans Assist, and implement Strategy, Values and Cultural work for the office. Scheduling Schedule Weekly Studio Management, Project Management, Shoutout, FRIYAY, Accounting meetings Work with Directors to potentially schedule everyday Project Review Meetings. When weekly meetings are canceled, attempt to reschedule rather than simply delete. Admin Maintain schedules and meetings for all of team Purchase (and maintain receipts and budgets for reimbursables) for all plane tickets, hotel reservations, car services, etc.. for all staff members Generate/refine letters, memos, proposals, and all documents – ensure templates are updated and centralized General office and administrative coordination including office supply ordering, inventory, deliveries, office tidying, and office organization Create and Manage Studio events, including creating budgets, schedules, and workplans Assist project teams developing, coordinating, packaging, and shipping for both long-distance and local events and presentations Maintain general office tidiness and everyday kitchen once over; manage outside cleaning service Act as everyday tech support to staff; manage outside tech consultant Technology Support Manage and support company technology including hardware, software, new employee set-up, initial troubleshooting. outside tech support, tracking costs, budgeting New Business Development/Marketing/PR Work with Principal/Project Managers/and Staff on all aspects of marketing and new business including preparing proposals, organizing events, developing conferences, producing newsletters, updating web site, etc. Maintain and support our clients/ collaborators/business development relationships Track all new business leads and deadlines, maintain marketing calendar, and prepare weekly status report/meeting agenda supervise the production of Marketing materials/internal marketing production Assist in conference and event development Financial/ Accounting Support Categorize and track travel, office, and purchases Assist in packaging of Accounting’s weekly and monthly schedule and Open Issues Report Get new Project Number from Bookkeeper Ensure all contracts and project numbers are current and filed properly Review and approve “regular” invoices to office for payment by Bookkeeper Human Resources: Manage and maintain office policies, procedures, and policy manual with Principal.Ensure MSS is following all legal requirements and update as law changes. Write and place ads with Principal and others Prepare new employee offer letters with Principal and do prepare and conduct new employee orientation Manage the new employee orientation process (with MSS team members) Maintain PTO logs and provide report to each employee on a regular basis Establish annual holiday schedule and distribute Maintain, manage, schedule, and supervise preparation of reviews for each staff member. REQUIREMENTS Proficiency in Microsoft Office Suite, Adobe Creative Suite, InDesign, Outlook Scheduling ABOUT US Margaret Sullivan Studio is an award-winning full service design firm focused on working with forward-thinking civic and cultural institutions. We envision, program, and design educational and cultural institutions for the 21st century. Our Studio is a national leader in developing new models for public libraries and civic spaces, and works with some of the most important public institution clients all over the country. MSS is a Minority and Women-Owned Business located in NYC and is committed to attracting diverse talent and cultivating an inclusive environment that encourages collaboration, creativity, and all styles of thinking to succeed. We prioritize building a company and a community where all people thrive and are inspired to do their best work every day. MSS is an equal opportunity employer without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, discapability, or other legally protected characteristics. We enjoy a shared positive attitude, curiosity, and mission-driven desire to design equitable communities. TO APPLY Send us your resume, references, highlights of what you’re passionate about and why this is the job for you View your Application History Skills:
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