Executive Assistant to the Executive Director Position Available In Suffolk, New York

Executive Assistant to the Executive Director

SOUTHAMPTON PLAYHOUSE 43

Hill Street, Southampton, NY 11968 Prior experience as an executive assistant or in a similar administrative position in a high-volume, fast-paced environment is required. The Executive Assistant to the Executive Director at the Southampton Playhouse (a 501(c)(3) nonprofit) plays a pivotal role in supporting the Executive Director, coordinating with the Senior Leadership Team, the Board, and managing the daily operations of the admin/executive office of a an arts based non-profit. This full-time, in-person position based in Southampton, NY, requires exceptional organizational skills, critical thinking, discretion, and the ability to anticipate needs while maintaining professionalism in interactions with talent, stakeholders, donors, and VIP guests.

Key Responsibilities:

Administrative Support:

Provide scheduling, teleconferencing, and general office support; take meeting notes; provide administrative assistance to theater management and staff as needed; and offer coverage for the Theater Manager when required.

Meeting Coordination:

Coordinate all meetings within the Executive Director’s ecosystem—including Board and Foundation meetings, internal staff meetings, and administrative team meetings. Responsibilities include scheduling, communicating with attendees, preparing agendas and materials, setting up meeting spaces or virtual calls, and taking minutes as needed.

Expense & Budget Management:

Organize and process expense forms for senior leadership; coordinate timely submission to the bookkeeper; ensure expenses are properly documented and processed; maintain internal records for the Executive Director’s, Artistic Director’s, and program budgets.

Donor and Development Support:

Oversee donor activity in the organization’s database, including donation entry, acknowledgment generation, and report preparation in collaboration with the development, marketing, and accounting teams.

Event & Fundraising Assistance:

Support planning and execution of special events and fundraising initiatives.

Compliance & Recordkeeping:

Assist with grant writing, regulatory filings, membership management, and maintaining historical records.

Education & Outreach:

Support education initiatives, manage social media presence, and assist with audience and community engagement.

Vendor Coordination:

Serve as a liaison for vendors, manage vendor setup processes, ensure timely submission of organizational documentation, and support payment processing and ongoing vendor relationships.

Additional Requirements:

Travel to New York City for the day as needed, during the fall, winter, and spring months to support meetings, events, and donor engagement. Availability to work weekends and holidays as needed in alignment with the Playhouse’s programming and screening calendar.

Qualifications:

Exceptional organizational and communication skills Strong attention to detail, financial accuracy, and recordkeeping Experience managing vendor relationships and coordinating administrative workflows Proficiency in donor databases, Microsoft Office, and Google Workspace Ability to manage sensitive information with integrity and discretion Alignment with the Playhouse’s mission and values

Work Environment:

This position is based in-person at the Southampton Playhouse with seasonal travel to NYC. It involves evening and weekend availability and a collaborative, mission-driven team environment.

Job Type:

Full-time Pay:

$68,713.63 – $72,000.00 per year

Benefits:

401(k) Dental insurance Employee discount Health insurance Paid time off Vision insurance

Schedule:

Monday to Friday Weekends as needed Ability to

Commute:

Southampton, NY 11968 (Required) Ability to

Relocate:

Southampton, NY 11968: Relocate before starting work (Preferred)

Work Location:

In person