Executive Assistant

Role Overview

This is a distinctive opportunity for a highly organized, proactive Executive Assistant to support two experienced Executive Directors working at the intersection of arts and social justice. The role sits within the Time Equities Inc. environment at 55 Fifth Avenue in New York, NY, and involves regular coordination with the company’s accounting team and executive leadership. Because both Executive Directors work remotely, this position serves as the in-person operational anchor, taking ownership of day-to-day coordination, relationship-building, and project follow-through across multiple organizations.

Organizations

Art Omi Pavilions is an innovative arts campus on a 190-acre hilltop property in Chatham, New York, in the Hudson Valley. The initiative will feature up to 18 custom-designed pavilions created through collaborations between artists or collectors and architects, each serving as a permanent exhibition space. Phase One is scheduled to open in Spring 2027. The project is co-directed by Francis J. Greenburger and Natalie Diaz.

The Greenburger Center for Justice is a nonprofit focused on criminal justice reform, with an emphasis on systemic change in the criminal and civil legal systems. Its work includes educating policymakers and the public, promoting alternatives to incarceration, and advancing more humane and effective justice practices, especially for people living with serious mental illness.

The Greenburger Center for Social and Criminal Justice has created a national alternative-to-incarceration model centered on longer-term, trauma-informed residential and clinical support for people with serious mental illness. The model is being tested at Hope House on Crotona Park, which is operated by the organization. Both centers were founded by Francis J. Greenburger and reflect a shared commitment to justice reform.

What the Role Involves

This position divides support evenly between the Co-Executive Director of Art Omi Pavilions and the Executive Director of the Greenburger Centers. The workload will shift depending on business needs, but both sides require strong initiative, dependable execution, and the ability to manage projects from beginning to end without close supervision. The ideal candidate enjoys variety, communicates early and clearly, and is comfortable being a visible contributor in lean, high-impact teams.

Key Responsibilities

Administrative support for Art Omi Pavilions

• Keep complex calendars organized across organizations, people, and time zones, and send weekly preview emails to the Co-Executive Director and relevant stakeholders.
• Handle invoice intake and financial administration by coding, submitting, and tracking vendor invoices through TEI’s Avid system, while coordinating closely with the accounting department on all Pavilions-related activity.
• Assist with annual audit preparation and tax-filing-related tasks.
• Own assigned projects and special assignments from start to finish, including status tracking, issue spotting, proactive communication, and completion of regulatory filings, permits, and other ad hoc needs.
• Coordinate board meetings, including scheduling, preparation of materials, and minute-taking.
• Arrange logistics for in-person design sessions, planning meetings, and stakeholder gatherings.
• Support tours and events on site when required, including upkeep of the tour tracker for items routed through the Co-Executive Director’s office.
• Prepare donation acknowledgments, thank-you notes, and vendor correspondence.
• Maintain both digital files and physical archives.
• Provide support for grant applications when needed.

Administrative support for the Greenburger Center for Justice

• Manage the Executive Director’s calendar by coordinating with outside organizations and individuals.
• Respond promptly to emails and phone calls on behalf of the office.
• Handle reimbursement and invoice requests.
• Support advocacy campaigns and special projects by organizing background materials, media content, and informational packets.
• Perform basic website updates, including events, staff profiles, and news items.
• Coordinate all online and in-person events.
• Support board operations through minutes, meeting packets, and website updates.
• Create and manage social media content.
• Maintain filing systems, keep administrative processes organized, and resolve office issues as they arise.

Administrative support for the Greenburger Center for Social and Criminal Justice

• Handle incoming email and phone communication in a timely manner.
• Route referrals and information requests to the right team members.
• Organize informational events on site, including tours.
• Manage reimbursement and invoice requests.
• Carry out basic website updates for events, staff, and news.
• Support board administration, including minutes, meeting packets, and website changes.
• Create and oversee social media content.
• Keep files and office systems organized while addressing administrative problems as they arise.

Additional support

The Co-Executive Director of Art Omi Pavilions also manages Altamer, a luxury villa property in Anguilla, and this role will occasionally help with administrative tasks related to that asset-management work.

Candidate Profile

The strongest applicant will bring prior experience supporting senior executives, excellent communication skills, and the confidence to operate independently across several organizations. A solid grasp of calendars, travel, events, invoicing, and project coordination is important, along with the professionalism needed to represent leadership externally. Comfort with accounting-related workflows and cross-functional collaboration will be especially valuable.

Benefits

This role is covered under the Time Equities Inc. employee benefits program and includes a competitive package with health insurance, a 401(k) plan with employer match, disability and life insurance, health and wellness programs, and paid time off.

Application Instructions

Applicants should submit a resume, salary expectations, and a brief cover letter explaining why they are a strong fit for the position.