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Personal Assistant/Office Coordinator – Aubin Pictures – New York, NY

Company: Aubin Pictures

Location: New York, NY

  • Full Time

Aubin Pictures

Personal Assistant / Office Coordinator – Job Description

Aubin Pictures, Inc. was formed as a not-for-profit organization in 1996 by Catherine Gund, with a mission to create cultural awareness and strategic, sustainable social justice through transformative, community-based production and impactful distribution of media.

The work covers a range of topics including: art and culture; race relations; LGBTQIA+ issues; reproductive rights; HIV/AIDS; the concept of democracy; and the radical right wing. The goal is to educate and inspire dialogue on the issues and themes relevant to our times and to foster better understanding between communities. Our most recent films include Chavela (2017), Dispatches from Cleveland (2017), and Born to Fly (2014).

We are seeking a full-time Personal Assistant / Office Coordinator available to start immediately in our New York office.


  • Managing director’s professional and personal schedules as well as office events including medical and social appointments
  • Organizing and coordinating director’s personal and office events
  • Arranging professional and personal travel plans for the director, as well as Aubin staff when appropriate
  • Researching and scheduling office and home maintenance and repair work for director, and supervising all projects
  • Handling administrative duties for Aubin office
  • Running errands for director and office staff
  • Assist with personal projects for director’s family (e.g. organizing rental cars, sending gifts/flowers)
  • Ordering food, supplies, and ensuring that office and household is stocked with necessary items
  • Managing the maintenance of telecommunications (laptop, cell phone, audio)
  • Troubleshooting IT issues and liaising with IT consultants
  • Managing the maintenance of the family car
  • Responding to emails requested by director (e.g. personal invitations to events and calendaring)
  • Conduct Aubin Pictures’ clerical duties, including filing, answering phone calls, responding to emails, preparing documents, opening and distributing mail
  • Creating and updating records and databases with personnel, financial, and other organizational data
  • Assisting other staff members with tasks as necessary


  • Highly organized with the ability to multitask and prioritize
  • Ability to work calmly under deadline and to work flexibly
  • Ability to complete complex administrative tasks with minimal supervision
  • Team player; positive attitude
  • Strong written and verbal communication skills
  • Demonstrates sound and accurate judgment; ability to support and to explain the reasoning for making decisions
  • Expert researcher
  • Experience with Google Chrome, Microsoft Word, and Apple Products
  • 2 to 5 years of office experience or experience managing a household either professionally or personally
  • Valid driver’s license, experience with driving in New York City required

Compensation and Benefits:

$50,000/yr with 16 holidays plus generous time off policy, and 100% employer paid medical insurance

Eligibility and how to apply:

Applicants must be eligible to work in the United States. Aubin Pictures is an equal opportunity

employer, and encourages applications from people of color; LGBTQIA+ individuals;

people with disabilities; formerly incarcerated and system-impacted individuals, including those

on parole; and all others regardless of immigration history.

Please send a cover letter, resume, and a list of 3 references to info @ with the subject line: Application – Personal Assistant/Office Coordinator.

You will only be contacted if you are chosen for an interview. No calls or emails, please.

Job Type: Full-time

Salary: $50,000.00 /year


  • Assistant : 2 years (Required)
  • Office : 1 year (Preferred)


  • Health insurance
  • Paid time off

Typical start time:

  • 9AM

Typical end time:

  • 5PM

This Company Describes Its Culture as:

  • Detail-oriented — quality and precision-focused
  • People-oriented — supportive and fairness-focused
  • Team-oriented — cooperative and collaborative

This Job Is:

  • A “Fair Chance” job (you or the employer follow Fair Chance hiring practices when performing background checks – learn more at


  • Monday to Friday
  • No weekends
  • Day shift
  • 8 hour shift

Company’s Facebook page:


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