About the Position

BTFA Collective seeks a highly organized, detail-oriented Admin Assistant to provide comprehensive administrative support to our Executive Director and leadership team. This role is critical in ensuring the smooth workflow of our organization and requires someone who can manage multiple priorities while maintaining professionalism and discretion.

Employment Details & Key Responsibilities:

• Hours: 35-40 hours per week

• Compensation: $40/hour

• Schedule: Hybrid (3 days in-office/studio, 2 days remote). Some evenings, weekends or holidays. BTFA business hours are Monday to Friday 10am to 6pm. Outside of those hours comp/flex time will be offered

• Location: Brooklyn, NY mostly but may include travel around NYC and other surrounding areas spending on need

• Benefits: Eligible for health, vision, dental, and life insurance after successfully completing the 90-day probation period. PTO & Holidays. Health insurance stipend may be available during the probation period. Very supportive and affirming fringe benefits may be available

• Status: Contractual position with potential to evolve into salaried role with full benefits upon review

Employment Details & Key Responsibilities:

• Hours: 35-40 hours per week

• Compensation: $40/hour

• Schedule: Hybrid (3 days in-office/studio, 2 days remote). Some evenings, weekends or holidays. BTFA business hours are Monday to Friday 10am to 6pm. Outside of those hours comp/flex time will be offered

• Location: Brooklyn, NY mostly but may include travel around NYC and other surrounding areas spending on need

• Benefits: Eligible for health, vision, dental, and life insurance after successfully completing the 90-day probation period. PTO & Holidays. Health insurance stipend may be available during the probation period. Very supportive and affirming fringe benefits may be available

• Status: Contractual position with potential to evolve into salaried role with full benefits upon review

Executive Support & Office Management:

• Provide comprehensive administrative support to the Executive Director and Operations & Finance Manager, maintaining a high level of professionalism and confidentiality

• Manage the Executive Director's complex calendar, including scheduling meetings, coordinating logistics, and ensuring proper preparation for all appointments

• Coordinate complex travel arrangements, creating detailed itineraries and managing expense reports

• Maintain filing systems (both electronic and physical) for important organizational documents

• Manage office supplies inventory and procurement

• Process and distribute mail and deliveries

• Support with collective, community and/or artists needs (varies)

Communication & Correspondence:

• Serve as the first point of contact for the Executive Director, screening communications and responding to inquiries in a timely and professional manner

• Monitor and manage the organization's general email account, responding to or routing messages within one business day of receipt

• Draft, edit, and proofread professional correspondence, reports, and presentations

• Provide weekly updates on outstanding inquiries and requests

• Compile and disseminate meeting notes and action items within 24 business hours of each meeting

Financial & Administrative Support:

• Process expense reports, receipts, and reimbursements according to organizational policies

• Assist with accounts receivable, including depositing checks/cash at least once per calendar week

• Provide necessary financial documentation for deposits and donations (EIN, W9)

• Support the Operations and Finance Manager with bookkeeping and administrative tasks. Maintain accurate records of transactions in office and digitally 

Program & Event Support:

• Support  logistics for meetings, events, and programs as needed

• Support ED with meeting materials, including agendas, handouts, and presentations

• Support the planning and execution of BTFA's special events and programs

• Assist with logistics for community forums, workshops, and other organizational activities

Team & Organizational Support:

• Collaborate with staff across departments to ensure efficient workflow

• Attend and contribute to staff meetings and organizational initiatives

• Provide administrative support to other team members as needed

Required Experience & Skills:

• Minimum 3 years of experience in an administrative or executive assistant role and/or other leadership roles with C-Suite experience

• Exceptional organizational skills with strong attention to detail

• Excellent time management abilities with a demonstrated capacity to meet deadlines

• Proficiency in Google Workspace (Gmail, Drive, Docs, Calendar) and Microsoft Office suite

• Strong written and verbal communication skills

• Ability to maintain strict confidentiality and discretion

• Self-motivated with proven ability to work independently

• Demonstrated ability to manage multiple priorities in a fast-paced and task driven environment

• Experience in maintaining boundaries and relationships

• Ability to track time accurately and adhere to established work schedules or flexibility with organizational needs

Desired Qualifications:

• Previous experience in nonprofits, arts organizations, or social justice initiatives

• Knowledge of TGNC, LGBTQIA+ communities and issues, particularly relating to Black transgender experiences

• Experience with advocacy, volunteer coordination and community outreach

• Familiarity with basic financial record-keeping

• Experience in event planning and coordination

• Understanding of community resource programs and support services

Other Qualities

• Commitment to BTFA's mission 

• Strong emotional intelligence and resilience

• Professional demeanor and ethical approach to work

• Ability to maintain clear boundaries in professional relationships

• Excellent interpersonal skills and cultural competence

• Proactive problem-solving approach. Adaptability and flexibility in a growing organization

• Can handle fast turnaround requests and organizational needs and/or ED & Operation Requests

To Apply:

Please submit the following materials in PDF format to btfacollective@gmail.com  with the subject line "Your Name - Administrative Assistant"

1. A resume highlighting relevant experience and skills

2. A cover letter (no more than 3 pages) addressing:

   • How did you find out about this role

   • Why you are interested in working at BTFA Collective

   • How your experience prepares you for this role

   • What qualities you will bring to the position

   • Some of your career goals for the next five years

   • Your alignment/resonance with BTFA's values, programs, and/or approach

3. Three professional references (will not be contacted without prior notice and only if you advance to second and final interview stages)

If you apply through LinkedIn or Indeed's quick apply feature, please also send a brief email to btfacollective@gmail.com with the subject line "Your Name - Administrative Assistant" to alert us where you applied. Other supporting documents are encouraged but not required. NO PHONE CALLS ABOUT THIS JOB PLEASE.

Equal Employment Opportunity

BTFA Collective is an “equal opportunity employer" with our commitment to not discriminate against employees or job applicants based on protected characteristics like race, color, religion, sex, national origin, age, disability, or genetic information. We value diverse experiences and are committed to building an inclusive workplace. We strongly encourage applications from Black transgender and non-binary individuals, as well as members of other historically marginalized communities.