Public Programs Assistant

JOB TITLE: PUBLIC PROGRAMS ASSISTANT
DEPARTMENT: PUBLIC PROGRAMS
REPORTS TO: VICE PRESIDENT, PUBLIC PROGRAMS

JOB SUMMARY:
The New-York Historical Society’s Department of Public Programs is seeking a Public Programs Assistant responsible for assisting the Vice President for Public Programs and the program management team in the planning, promotion, and production of evening and daytime public programs throughout the calendar year.

The position is full-time and requires evening work 2-4 times per week as well as select weekend dates.

EDUCATION:
Bachelor’s degree with a major in any of the following: Communications, Marketing, Arts Administration, History, or related field.  

EXPERIENCE:
Demonstrated ability to successfully handle a variety of administrative duties and work creatively under pressure. Good computer skills, including Microsoft Office. Successfully demonstrated attention to detail and excellent organization skills. Knowledge of public programs at other cultural institutions preferred. Needs to be capable of completing projects, both on a team and individually, in a fast-paced environment. Excellent interpersonal, written, and oral communications skills. Experience in events planning is a plus. Must work well with public and be a team player.

ESSENTIAL JOB DUTIES:

Assist in Planning and Implementing Programs

  • Assist in management of evening events, walking tours, and weekend programs. This includes but is not limited to: providing audience and speaker assistance; front-of-house management; registration, auditorium, and book signing set-up; overseeing volunteers; audience Q&A facilitation; etc.
  • Help manage records and files and prepare reports on program sales and attendance
  • Attend logistics, attendance, and other interdepartmental meetings
  • Oversee financial operations of department, including payment of speakers and vendors, expense reimbursements, and office supply orders
  • Coordinate logistical details for select lectures, including confirmation e-mails, reminders timelines, setup memos, A/V requests, and post-program financials and evaluations
  • Communicate with Development and President’s office to manage list of VIP guests for public programs
  • Assist with hiring and management of external support staff for programs (Atrium)
  • Draft on-stage program introductions
  • Assist with preparation of event sheets, as needed
  • Assist with program outreach to targeted groups, as needed

Managing Ticketing Software for Department

  • Serve as department contact person for public programming and handle processing problems. Monitor the status of sales for each program, including review of daily sales wrap reports.
  • Receive and submit checks received to the Finance Department
  • Maintain records of tickets donated back to museum and submit to Development Department
  • Generate sales report and guest lists

Program and Brochure Development

  • Assist with researching books, authors, films, and speakers
  • Assist with the drafting of text for program descriptions, and speaker biographies for biannual brochure publication and film series flyer. Assist in gathering information from collaborators, publishers, and speakers
  • Review and edit all text and copy for publications and enews mailings
  • Coordinate list management functions for the Public Programs Department

Department—Office Administration

  • Assist in the management of program events and prepare periodic status reports on projects for Vice President of Public Programs
  • Respond to public inquiries via telephone and the internet. Field inquiries from publishers, authors, and others interested in holding programs
  • Act as contact person and maintain database for docents and other complementary ticket holders
  • Serve as liaison to other N-YHS departments, including fulfillment of inter-departmental requests
  • Provide administrative support for Public Programs department.
  • Perform other duties as assigned

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job. 

This position requires the employee to lift, bend, stoop, walk, run, speak and stand for up to 5 hours in a day. Sedentary computer work is also required.

For consideration please send a cover letter, resume, writing sample, and salary requirements to: resumes@nyhistory.org    Please reference the job title in the subject line. 

Internal Candidates should contact a member of the Human Resource department directly.

The New-York Historical Society is an Equal Opportunity Employer

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