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OFFICE ADMINISTRATOR

Job Type: Part-time / No medical benefits

Work Environment : 20 hours per week, 2-3 days in person at BlackHouse Offices

Location: Long Island City, NY

BlackHouse is a NYC based Women and Black owned event production agency founded in 2016 with a mission to create experiences worth framing for corporations, brands, and non-profit organizations. Our experiential approach to event design brings our clients message and event programming to life. We bridge the gap between ideation and execution, providing a concierge-like experience for our clients. Working with a Tribe of the industry’s elite, we provide comprehensive event production services, specializing in production design, technical production, and show direction. We offer a dynamic work environment, and an opportunity to grow with a group of passionate individuals who live for moments that take your breath away.

Our vision is to create a unique and authentic work environment that allows our tribe to flourish – both individually and in their teams. It is our mission to create meaningful experiences for our employees that bring them value both professionally and personally.

Role Summary 

Administration & Operations 

  • Performs clerical duties including typing, filing, and completion of simple forms
  • Operate office machines including copiers, scanners, printers, phone and voicemail systems, personal computers, and other standard office equipment
  • Sort incoming mail / packages and deliver to appropriate department or individual; create electronic scans if needed for distribution to remote Tribe members; processes any outgoing mail or packages
  • Assist with drafting and updating departmental processes and workflows
  • Research special projects, vendors, and supplies as assigned by the Operations Manager and BlackHouse Senior Management
  • Assist with maintaining the vendor database 
  • Draft | Update departmental documents and templates with BlackHouse branding
  • Assist Operations Manager with BlackHouse inventory coordination and logistics for projects as needed 
  • Maintain hospitality area of the office, including replenishing stock, keeping the area organized, tidy and help to maintain cleanliness
  • Make local trips / runs to stores for purchases (i.e. Trader Joe’s, Home Depot, Staples) as needed
  • Coordinate online purchases for office operations in tandem with the Operations Manager
  • Help to organize, color coordinate and label supplies in BH storage unit 
  • Work on ad hoc requests as required

Personal Characteristics

  • Passion for Helping: You thrive in a collaborative space and enjoy assisting in all aspects of helping your team thrive. You have a drive and dedication to a fast-paced, high pressure agency environment. You are detail oriented, resourceful and have a clear understanding of logistics and willing to roll up your sleeves to help get the job done. Creating to-do lists, conducting inventory, and product purchasing excites you. You are able to shift between multiple projects at a given time.
  • Self Starter:  You take the lead in getting things done, as well as figuring out what needs to be done. You are a multi-tasker with a strong sense of urgency and ability to prioritize.
  • Collaborative: You’re a master at getting things done cross-functionally and believe it’s about the team, not the individual.
  • High-energy: You’re infectiously optimistic and resilient, and bring positivity and forward momentum to any team you join.

Qualifications

  • Have excellent interpersonal and communication skills, both verbal and written 
  • Take initiative, multi-task, and work positively in a fast-paced environment 
  • Ability to accept direction and required to be comfortable and flexible with evolving priorities
  • Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings
  • Demonstrate a sense of urgency and act responsively
  • Work independently, as well as within a team environment
  • Supremely organized, detail-oriented, and thorough

Required Knowledge and Skills 

  • High school diploma or equivalent required
  • Associate’s or Bachelor’s degree and/or production experience is a plus
  • Excellent communication skills
  • Excellent organizational skills and attention to detail
  • Excellent time management skills with a proven ability to meet deadlines
  • Demonstrated evidence of successful teamwork
  • Professional demeanor
  • Calm and flexible approach to handling the pressure and stress of ever-changing demands
  • Proficient in Google Suite (Docs, Sheets, Slides, Forms) and Microsoft Office
  • Knowledge of Asana a plus
  • Knowledge of DocHub a plus
  • Must be able to occasionally lift up to 50 lbs
  • Must be vaccinated for Covid-19 

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