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
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 @ aubinpictures.com 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)
Paid time off
Typical start time:
Typical end time:
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 https://start.indeed.com/fair-chance)
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