Special Assistant, Social Impact

Reporting to: SVP, Social Impact and Sr. Director, Social Impact

Summary:

NJPAC Social Impact is a newly created, comprehensive department that comprises the Arts Center’s work in Arts Education, Community Engagement, Arts & Well-Being, and other community-facing and serving projects and initiatives.

We are looking to hire an engaged, dynamic, competent individual to join the Social Impact team and serve as Special Assistant to the SVP, Social Impact and Sr. Director, Social Impact to perform high level administrative, programmatic and project management tasks in this new and growing unit. The Special Assistant, Social Impact will be crucial in this exciting time in NJPAC’s history, as we deepen and expand our Social Impact partnerships and offerings in schools, healthcare settings, community spaces, and on campus, especially in preparation for the opening of the Cooperman Center in Fall 2026. 

Essential Duties and Responsibilities:

Subject to the policies and management direction established by SVP, Social Impact, the duties of the Special Assistant, Social Impact shall include:

Administrative Duties:

• Maintain the day-to-day schedule of the SVP, Social Impact including calendar, emails, phone calls and other to-do items. This includes working with internal and external contacts to schedule a high volume of meetings, creating agendas, ensuring the SVP, Social Impact is prepared, etc. Assist with the Sr. Director, Social Impact schedule as needed.

• Participate in relevant internal and external meetings, take notes and drive follow-up action items.

• Process expense reports.

• Manage and process select invoices and budgets. Be responsible for coalescing budgets between Social Impact departments and projects.

• Serve as point of contact for SVP and Sr. Director as needed.

• Assist with prioritizing the Social Impact department’s workflow by bringing projects, assignments, issues, and concerns to the immediate attention of the SVP and Sr. Director for handling and response.

• Establish and maintain accurate files and records.

• Prepare, edit, and proofread correspondence and reports including Board and Committee memos, minutes, and presentations. Generate necessary data and funder reports for Development and the Board.

• Maintain the Social Impact event and program calendar.

Project Management & Producing:

• Produce select events including internal retreats, dinners, community focus groups, special events, and others as assigned. This includes planning, facilitating, booking space, coordinating with speakers and artists, making arrangements for participants, handling logistics, working with marketing to create materials, preparing and disseminating invitations and materials, managing budgets and project plans.

• Create and manage standardized systems to comprehensively track operations, event, attendance and participation information for Social Impact. 

• Oversee projects that do not neatly fit within the Social Impact organizational chart.

• Assist SVP and Sr. Director with executing and managing new project concepts including engaging stakeholders, brainstorming new creative ideas, and maintaining forward motion in current and long-standing projects.

• Conduct background research, identify funding opportunities, and create asset maps for special projects. In consultation with the SVP and Sr. Director, write case statements, proposals, project summaries and budgets for special projects.

• Serve as liaison between internal and external stakeholders, community members, partners, Board members, and others as it relates to the advancement of special projects. 

Experience & Qualifications:

• 3-5 years experience in an administrative, project management, event planning or producing role required. Preference will be given to those that have worked in an arts, entertainment, or educational setting.

• Bachelor’s Degree or minimum of 5 years of experience in a business environment required.

• Ability to maintain confidentiality, work independently, exercise discretion and judgement, and resolve problems with diplomacy.

• Highly collaborative and respectful individual that enjoys working with a diverse group of stakeholders.

• Excellent time management skills and ability to be proactive and prioritize and anticipate needs in a fast paced environment. Ability to manage multiple projects, timelines, schedules at once. 

• Strong writing, editing and proofreading skills required for emails, written correspondence, speeches, talking points, grant proposals and event descriptions. 

• Interest in the arts, education, health, community development, community engagement required.

• Occasional evening/weekend work required.

• Salesforce experience preferred.