Executive Assistant

Brooklyn, NY
Full Time
Mid Level

Position Status: Full-time, Exempt
Salary: $64,000 to $70,000
Location: Hybrid; 2+ days a week in Brooklyn, New York office
Last Update: March 5, 2024

Chicken & Egg Pictures is seeking an Executive Assistant (EA) to join its team. Reporting to the Chief Executive Officer (CEO), this individual leads the management of the CEO’s day-to-day activities. The EA also plays a critical role in communicating on behalf of the Executive Office to and with a variety of stakeholders (internally and externally) as well as providing support to the CEO and the Chicken & Egg Pictures' team toward achieving goals of the strategic plans.

Who We Are

Chicken & Egg Pictures is a 501(c)(3) nonprofit organization that provides a global community of women and gender expansive documentary filmmakers with creative and financial support to realize their cinematic visions and build fulfilling careers in a gender inclusive media industry. We envision an equitable and just world shaped by the power of documentary films. Our work responds to the reality that sexism, racism, classism, ableism, homophobia, transphobia, and xenophobia can still slow or even halt too many people’s careers. Our mission lays the groundwork to disrupt these barriers. 

Filmmakers need resources, opportunities, and access to thrive in an unbalanced film landscape. So we match strategically timed grants with creative mentorship and community, building peer networks and bringing artists together to learn from and champion one another. This support system is tailored for the unique challenges women and gender expansive people experience in their filmmaking and career trajectories.  

Since our founding, Chicken & Egg Pictures has awarded over $12 million in grants and devoted thousands of hours of creative mentorship to over 500 filmmakers from around the world. Films supported by our work have been nationally and internationally recognized with the industry’s highest honors, including Academy Awards, Emmy Awards, and Peabody Awards. And they have raised visibility and driven social change on urgent issues. 

Since 2013, the organization has been led by Chief Executive Officer, Jenni Wolfson. Under her leadership, our budget has grown and our programs have expanded, and our stellar team has won honors including the Social Impact Media Awards, Vanguard Award, and the International Documentary Association’s Amicus Award; we were also a finalist for the Nonprofit Excellence Awards. Additional information about us and our current programs may be found on our website: www.chickeneggpics.org

See our 2023-2025 Strategic Plan here:
https://chickeneggpics.org/wp-content/uploads/2022/11/Chicken-Egg-Pictures_Strategic-Plan-2023-2025.pdf

What You'll Do

RESPONSIBILITIES (including but not limited to)

The EA will provide administrative leadership and project management on the following:

Schedules, Calendars, & Travel

  • Manage, coordinate, and prioritize calendaring and scheduling needs including drafting, sending, and accepting invites, troubleshooting conflicts, and initiating and closing out follow-ups
  • Maintain CEO’s calendar including new information, updates, and follow ups
  • Manage all travel logistics and activities for CEO 

Meeting Preparation & Management

  • Organize and prepare for meetings including gathering and/or drafting documents and agendas for meeting participants
  • Lead the coordination and preparation of logistics for in-person meetings including identifying and securing facility, catering, supplies, security access, and technology
  • Take notes; take action, follow up, and track post meeting next steps; draft and share meeting recaps to participants
  • Conduct research, develop presentation decks and materials, and provide any other key information that is necessary to ensure CEO and team members’ are fully prepared
  • Serve as the primary point of contact for CEO (e.g. Board members, industry peers, donors) and, at times, attend meetings on behalf of the CEO

Other Key Duties

  • Track, drive, and manage projects of the Executive Office as well as lead the planning, coordination, and execution of special events and projects as they are related to the Executive Office
  • Draft emails to key stakeholders to be sent by CEO 
  • Oversee Executive Office budget and manage financial administration
  • Organize and maintain files and drives  

MINIMUM REQUIREMENTS 

  • 5+ years of working experience 
  • 1+ years of experience supporting C-level individuals and/or Executive Directors
  • 1+ years of experience working within a non-profit organization (either as a staff member or volunteer)
  • Excellent attention to detail and time management ability; anticipates obstacles and proactively considers alternative solutions.
  • Exercises a high degree of confidentiality and discretion, professionalism, integrity, and ethics.
  • Strong skills in the following:
    • Project Management: tracking, driving, reporting, and engaging the necessary stakeholders, tools, resources, and information to produce desired results; ability to move nimbly among a variety of projects with varying timelines
    • Communications: written, verbal, and listening; managing expectations; understanding who are the key stakeholders; curious, asks questions early; anticipates and prepares next steps and outcomes
    • Technology: Google Workspace (Gmail, Calendar, Docs, Sheets, Slides)  
  • Strong judgment and decision-making skills with the ability to escalate concerns/challenges appropriately and in a timely manner.
  • Proactive problem solver and enjoys troubleshooting and surfacing creative solutions to achieve desired outcomes.
  • Strong team player; is respectful, inclusive, values diversity, highly collaborative, proactively seeks and provides thought partnership, assistance, and/or resources with/to colleagues; 

DESIRED QUALIFICATIONS (not required)

  • Prior experience in film and/or related media settings
  • Proficiency in Salesforce, Notion, Calendly, project management tools
  • Familiarity working with financial reports, budgets, and tools/platforms

What Else You Should Know

Deadline: Applications submitted by Monday, March 18 will be reviewed by the hiring team. Applications submitted after this deadline will continue to be accepted but may not be guaranteed review. Early submission of your application is recommended. First round interviews will take place in late March.

Location and Hybrid Work Policy: This position is based in Brooklyn, New York. Staff are working a hybrid schedule with a standard schedule of at least two days a week in our Brooklyn office.

Compensation: $64,000-$70,000 (commensurate to experience and qualifications)

Chicken & Egg Pictures offers a salary informed by the organization’s Total Rewards Philosophy and Practices, grounded in market data. 

Benefits: 100% employer paid premium coverage of health, dental, and vision insurance, plus life and short and long-term disability insurances. Flexible spending accounts for medical, dependent care, transit, and parking expenses. A 403(b) plan with a matching employer contribution. Annually 15 vacation days (20 at the two-year mark), 10 safe and sick leave days, and 4 personal days. The office is closed for 10 holidays, in addition to December 24 - 31, and offers a Summer Fridays schedule. Professional development opportunities and home office stipends offered. Employees are eligible for a paid six-week sabbatical after every five years of continuous employment.

Equal Employment Opportunity: Chicken & Egg Pictures is an equal opportunity employer. As such, we strongly encourage and seek applications from all backgrounds, including but not limited to women and gender expansive individuals, people of color, bilingual and multicultural individuals, people with working class backgrounds, people with disabilities, as well as members of the LGBTQIA+ community.

We take great pride in providing equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, pregnancy, national origin, ancestry, ethnicity, disability, genetics, protected veteran or military status, sexual orientation, gender identity or expression, political affiliation, marital or familial status, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by federal, state or local laws.

E-Verify: We participate in the E-Verify Program.
https://everify.uscis.gov

Applicants with Disabilities: Reasonable accommodation will be made so that qualified applicants with disabilities may participate in the application process. Please reach out to [email protected] with any requests.

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