Executive Assistant - Art Omi​/Greenburger Cnt

Executive Assistant

This is a rare opportunity for a sharp, self-directed Executive Assistant to support two seasoned Executive Directors at the intersection of the arts and social justice — each leading mission-driven organizations with meaningful real-world impact.

The position is based at 55 Fifth Avenue, New York, NY, the headquarters of Time Equities Inc. (TEI), the real estate company whose founder established all three organizations. This person will be embedded within the TEI environment, working closely with TEI's accounting department and executive team regularly.

Both Executive Directors are remote, which means this is not a conventional support role. This person is the on-the-ground operational presence — a self-starter who builds relationships across internal teams, manages competing priorities independently, and takes full ownership of projects from start to finish.

This position provides 50/50 support to two Executive Directors: the Co-Executive Director of Art Omi Pavilions and the Executive Director of the Green burger Centers. While the day-to-day mix will vary, both roles demand the same qualities — proactive communication, reliable follow-through, and the ability to own projects end-to-end without being managed closely.

The strongest candidate will be someone who thrives on variety, takes initiative without being asked, and genuinely wants to be a key contributor to organizations doing important work. Small teams mean high visibility and real impact.

• Calendar management: coordinating across organizations, individuals, and time zones; sending weekly preview emails to the Co-Executive Director and relevant parties
• Invoice processing and financial administration: coding, submitting, and following up on all vendor invoices through TEI's Avid system; ongoing coordination with the TEI accounting department on all Pavilions-related financial activity
• Annual audit and tax filing support
• Project management and special projects: taking full ownership of assigned projects and tasks — tracking status, anticipating issues, communicating proactively, and seeing things through to completion (examples include regulatory filings, permits, and other ad hoc organizational needs)
• Board meeting support: scheduling, materials preparation, and minutes
• Scheduling and logistics for in-person design, planning, and stakeholder meetings
• Support with on-site Pavilions tours and events as needed, including maintaining the tour tracker for items that come through the Co-Executive Director's office
• Donation acknowledgments, thank-you correspondence, and vendor communications
• Digital server and physical archive maintenance
• Grant application support as needed

• Managing the Executive Director's calendar by coordinating with organizations and individuals on her behalf
• Responding to emails and phone calls in a timely manner
• Managing all reimbursement and invoice requests
• Assisting with advocacy campaigns and special projects, including preparing and organizing background documents, media materials, and informational packets
• Basic website maintenance: updating events, staff, and news
• Managing all events, both online and in person
• Board maintenance: minutes, meeting packets, website updates
• Social media content creation and management
• Managing filing and organizational tasks; resolving administrative issues as they arise

• Responding to emails and phone calls in a timely manner
• Directing referral and information requests to appropriate staff members
• Organizing onsite informational events, including tours
• Managing reimbursement and invoice requests
• Basic website maintenance: updating events, staff, and news
• Board maintenance: minutes, meeting packets, website updates
• Social media content creation and management
• Managing filing and organizational tasks; resolving administrative issues as they arise

The Co-Executive Director of Art Omi Pavilions also serves as asset manager for Altamer, a luxury villa property in Anguilla. This role…