Development and Operations Assistant

Position Summary

The Architectural League is seeking a highly organized and detail-oriented Development and Operations Assistant to support day-to-day office operations and special event production. The Development and Operations Assistant reports to the Director of Research and Operations and the Director of Development and Communications. This role is vital to smooth office functioning and effective internal and external communication; as well as to the careful production of high profile special events. The Development and Operations Assistant will work closely with the Director of Research and Operations and the Director of Development and Communications to support various logistical, administrative, and research-related tasks. This is a full-time, non-exempt position.

Key Responsibilities

Development and Special Events

• Under the supervision of the Director of Development and Communications, and in coordination with the Director of Research and Operations and other staff (in particular the Development and Operations Manager), assists with all logistics related to the production and execution of special events such as the Beaux Arts Ball, the President’s Medal Dinner, and the Annual Meeting + Party. This includes, but is not limited to, vendor relations, site visits and on-site coordination.
• Assists the Director of Development and Communications, the Development and Operations Manager, and other staff members with the creation and oversight of the annual development calendar.
• Assists with administrative requests from the Director of Development and Communications, as needed.

Research Collaborations

• Produces and edits transcripts of League events and other research-related endeavors. 
• Works with the Director of Research and Operations to schedule meetings and facilitate the planning and execution of all research-related tasks.
• Assists the Director of Research and Operations in managing logistics for all research collaborations, as needed.

Operations and General Responsibilities

• Answers and oversees the in-office phone system, including setup, troubleshooting, and maintenance to ensure effective internal and external communication.
• Attends all board meetings, committee meetings, and special gatherings, helps with setup, takes detailed notes, and creates the first draft of meeting minutes for review by the Director of Research and Operations.
• Provides onsite support for public programming, as needed.
• Manages food orders for staff lunches, board meetings, and other events.
• Revises and maintains the office cleaning schedule to ensure a neat and orderly environment.
• Assists the Director of Research and Operations in managing staff calendar reminders, ensuring all team members are aware of important dates, deadlines, and events.
• In conjunction with the Director of Research and Operations, schedules, announces, and sets the agenda for weekly staff meetings.
• Monitors organization-wide email accounts, USPS, and other communications, as needed.
• Oversees and executes all office provisioning, including ordering food and supplies to ensure a well-stocked and organized workplace.
• Assists with administrative requests from the Executive Director.

Working Hours

• This is a hybrid position with some mandatory in-office days. The League currently operates on a 36-hour workweek.
• Attendance at all board meetings, board functions, and special events is required, with other program and event presence required on an as-needed basis.
• Some evening and weekend work required.

Qualifications and Skills:

• Associate’s or bachelor’s degree preferred.
• Previous experience in office administration, operations, event production, or a similar role is highly desirable.
• Strong organizational and time-management skills.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Google Suite (Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Attention to detail and accuracy in all tasks.
• Proactive problem-solving skills and a positive attitude.
• Strong interpersonal skills, with the ability to interact effectively with staff, board members, and other constituents.
• Good team player while working in a collaborative work environment
• A sense of proportion and a sense of humor.

Physical Requirements

• Able to sit or stand at a computer workstation for up to 36 hours/week
• Able to maintain physical records and files by bending, reaching, and occasionally lifting up to 25 pounds
• Able to communicate effectively with staff members and other stakeholders by email, phone, virtually, and in person
• Able to work outdoors 
• Able to work in an open office space

Compensation

$51,000–$56,000

The advertised pay scale reflects the good faith minimum and maximum salary range for this role. The specific compensation offered may be dependent on a variety of factors including, but not limited to, the candidate’s experience, education, special licensing or qualifications, and other factors.

How to Apply

To apply, please submit your resume and cover letter here. This position will remain open until filled, applications submitted on or before November 19th are guaranteed a full review.

Not sure you meet 100% of our qualifications? If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Please use your cover letter to tell us about your interest in the work of the Architectural League, and what you hope to bring to this role.

About The Architectural League

The Architectural League of New York supports critically transformative work in the allied fields that shape the built environment. As a vital, independent forum, the League stimulates thinking, debate, and action on today’s converging crises of racism, inequity, and climate change, in service of a more livable and just world. League live events, digital media, publications, installations, and exhibitions present important work and ideas to inspire and help shape the path to a better future. The League encourages the development of talented emerging architects and designers through competitions, commissions, and travel grants. In addition, the League creates opportunities to explore challenges in the built environment, through design studies and commissioned work, and pursues important areas of inquiry to help support the contribution of architecture to the common good, through research and sustained attention to selected topics.