Administrative Associate – Office

Little Island seeks an Administrative Associate – Office to join the Business Affairs team. A key player in Little Island’s Administrative department, which executes the administrative operations of our organization, this role manages the day-to-day operations of our Office Headquarters maintains relationships with key building stakeholders and project manages larger building projects. Little Island’s Headquarters (HQ) is a multi-purpose working space within a shared building that includes administrative offices, a locker room, a rehearsal room, kitchen areas, storage, and staff common areas. This position is the first line of communication for HQ visitors, distribution of equipment and supplies throughout the organization and office support. They collaborate across all departments to ensure efficiency in office and IT operational systems and procedures and works closely with the Assistant Director of Business Affairs and Capital Planning on contracts, legal, insurance, and related projects. This role reports directly to the Assistant Director of Business Affairs & Capital Planning.

The ideal candidate is a strong project manager and problem-solver who excels working in a fast-paced start-up environment. They display a high level of discretion and accountability, are dedicated to hospitality, and are passionate about public space and the administrative underpinnings of a multi-disciplinary non-profit operation.

About the Role

  • Salary Range: starting from $62,400/year 
  • Job Type: Year-Round 
  • Employment Classification: Full-time, Exempt 
  • Schedule Expectations: Core company hours are Monday through Friday 10:00am – 6:00pm. Must be able to work evenings, weekends, and holidays as needed to fulfill the job requirements.  
  • Work Environment: Onsite job with the ability to perform functions of position remotely 
  • Projected Start Date: Week of July 15, 2024 
  • How to Apply: Click the ‘Apply Here’ button below to submit your application. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please let us know at jobs@littleisland.org 

What You’ll Do

Office and Building Management 

  • Serve as main point of contact and liaison for building stakeholders to ensure Little Island’s standard of accessibility, security, cleanliness, building projects and schedules are upheld.
  • Drive all HQ building initiatives and projects, updating and/or creating Standard Operating Procedures for space usage, bookings, security related to onboarding and offboarding and emergency planning 
  • Lead research, bidding and execution of HQ building construction and purchase of furniture/fixtures/equipment 
  • Assign and track employee and contractor desk and/or locker designation when onboarding and offboarding 
  • Coordinate all building and park security credentialing and access, including cameras, ID badges, and building access; creating and maintaining written Standard Operating Procedures 
  • Maintain HQ building guest lists, welcoming and greeting office visitors, answering questions, and directing guests to the appropriate place  
  • Ensure communal office space, meeting rooms, rehearsal studio, locker room and pantry remain tidy, clutter free, fully stocked and in working order throughout the day 
  • Collaborate with Park Operations department on the upkeep and care of employee break areas in the park 
  • Receive and process all incoming mail, packages, and deliveries, ensuring successful and efficient distribution and storage parkwide 
  • Track and reorder all supplies for headquarters 
  • Maintain vendor relationships to support HQ spaces as needed

Business Affairs & Capital Maintenance 

  • Provide administrative support to the Assistant Director of Business Affairs & Capital Planning on projects, meetings, and organizational initiatives  
  • Assist with capital maintenance planning and tracking, supervising projects as assigned 
  • Review insurance requirements and COIs, ensuring vendors are compliant and upholding contractual agreements 
  • Organize and maintain insurance paperwork 
  • Develop, update and maintain contract templates and department folder organization 
  • Draft and edit contracts as needed 
  • Develop, maintain and communicate department tracking systems with accuracy and efficiency  

Departmental Duties 

  • Collaborate with Assistant Director of Business Affairs & Capital Planning, Administrative Associate – IT and building stakeholders to maintain and coordinate HQ upkeep and projects 
  • Provide staff and guests with basic tech support, including wi-fi access, conference room technology and basic troubleshooting as needed 
  • Assist in onboarding new employees, contractors, and vendors including greeting, giving tours of HQ and employee spaces, preparing office furniture needs and distributing equipment/supplies (keys, employee IDs, uniforms) 
  • Oversee areas of offboarding when employee, contractor, and vendor tenures with organization end including employee ID and equipment return and locker and desk clean out 
  • Provide coverage for Business Affairs team members when out of office and in service to departmental redundancy 
  • Support and collaborate with Business Affairs team on assigned projects and general workflow tasks as assigned or needed 
  • Other duties and projects related to the park, its operations and the Administrative Department as assigned 

What You Bring 

  • 3-5 years of experience working in operations, project coordination, or related fields 
  • Effective verbal and written communication skills and ability to communicate effectively with a wide range of individuals both within and outside the organization 
  • Experience coordinating complex and long-term projects 
  • Ability to thrive in a dynamic and ever-changing environment 
  • Passion for efficiency, organization, and detail 
  • Proficiency in Microsoft Office, specifically in Microsoft Excel and Sharepoint 
  • A willingness to learn and build your knowledge of computer software and IT functions; proficiency not required 
  • A genuine interest and investment to contribute to our culture of camaraderie and excellence by collaborating and problem-solving cross-departmentally at Little Island  
  • Passion for engaging with visitors and guests of Little Island, ensuring they feel welcome and have the information they need in service to a memorable visitor experience 
  • Ability to remain in a stationary position for 50% of working time, traverse stairs, and regularly lift 25 pounds  
  • Ability to work in U.S. 

Benefits and Perks

  • 15 days’ vacation, 7 sick days, up to 3 personal days 
  • Health Benefits: Medical, dental & vision care 
  • 401(k) retirement plan 
  • Commuter benefits 
  • Flexible spending accounts 
  • Basic Life Insurance, Short & Long-Term Disability 
  • Employee Assistance Program 
  • Access to free tickets at Little Island and discounts at neighborhood businesses 

Life at Little Island

  • Park employees will spend time onsite at Little Island working in outdoor weather conditions, navigating the entire park multiple times a day, and interacting with park visitors to ensure operations are running effectively. Little Island is ADA compliant, and park employees are committed to fostering an inclusive environment for each other and our park’s visitors.    
  • Little Island’s Headquarters, located near the park, provides an open floor plan office, shared work areas and kitchen, a locker room, rehearsal space, and storage for the park. It is a dynamic and multi-use space where employees and artists can collaborate, connect, and unwind in between shifts, meetings, and events.  
  • Little Island is a proud equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender identity or expression, national origin, age, disability, familial or veteran status, sexual orientation, or any other legally protected status.  In short, you are welcome here no matter who you are, where you come from, or what you look like. Our park is for everyone, and so is our workplace.