Executive Assistant

Founded in 2009, Queer|Art cultivates a dynamic community of LGBTQ+ artists across generations and artistic disciplines. We provide intergenerational mentorship, public programming, and material support to shape culture and drive societal change.

The Queer|Art Executive Assistant will support the critical administrative work of this non-profit organization. Principal responsibilities will include coordinating operations across all program areas, supporting communications with our online audience and artist community, assisting with development work, and completing regular operations tasks. They will also be responsible for in-person event work in NYC, and helping manage QA’s office tasks from our East Village workspace. The position reports directly to the Programs and Operations Manager. QA staff work collaboratively and horizontally as much as possible, and this entry-level role holds the possibility for growth within the organization.

This is an ongoing part-time role, 20-24 hours per week with an initial three-month trial period to ensure a good fit for both you and the organization. The position allows for a flexible working schedule but requires synchronous work, including weekly staff check-ins on Mondays, and other ongoing meetings. 

As an artist-led and artist-centered organization, value is placed on holding space for creative practice among staff members. This is an ideal position for a practicing artist based in (or within an hour of) New York City who is interested in growing as an administrator.

RESPONSIBILITIES INCLUDE:

Programs Coordination and Communications Support (40%)

• Coordinate Queer|Art|Mentorship program outreach, application cycle management, and artist communications.
• Support with digital communications, including scheduling social posts, monitoring the QA Instagram, drafting e-blasts, assisting with website updates, and managing CRM data. 
• Provide scheduling assistance for review panels, events, and external meetings for staff with artists, organizational partners, Board members, donors, and other stakeholders.
• Lead coordination of travel for all programs; interface directly with artists to facilitate their travel with care for their unique access and safety needs.
• Monitor the organization’s general inbox, answering frequently asked questions, and forwarding relevant emails to staff members. 
• Facilitate communication between artists in the QA community via listservs and direct email communication.
• Support program event production including helping install exhibitions, documenting events, and other miscellaneous tasks to ensure that programs run smoothly.
• Take notes, provide tech and facilitation support during virtual meetings.
• Attend in-person events in New York City, building relationships with artists and arts workers in the QA community.

Development (30%)

• Track incoming donations, pledges, and acknowledgments in coordination with the Development Associate, and maintain accurate donor records in our CRM system and spreadsheets.
• Coordinate logistics and draft materials for fundraising campaigns.
• Assist in drafting donor acknowledgment emails and mailings.
• Help prepare materials for grants and foundation submissions.

Office and Operations (30%)

• Maintain and update ongoing task lists and deadlines using workplace management software.
• Organize documents in the shared QA Drive, and support with archiving of completed work.
• Collect and organize outstanding receipts for debit and credit transactions on a monthly basis.
• Prepare materials for quarterly updates for the Board of Directors.
• Check the mail at the QA office in the East Village on a regular basis, and send out annual mailings to artists and donors.
• Troubleshoot operations related issues on an as-needed basis.
• Participate in internal organizational development work, including all-staff circles and one-on-one conversations designed to support equity, shared leadership, and alignment with Queer|Art’s artist-led values.

PREFERRED QUALIFICATIONS

• We are looking for individuals with values rooted in community-building and a commitment to supporting the advancement of LGBTQ+ culture, with some experience in administrative work. Some experience in an arts administration setting is preferred, but we welcome all applicants with an interest in advocacy for artists and nonprofit administration.
• Excellent interpersonal and communication skills, including effective and professional verbal and written communications with a diverse range of people.
• Sharp attention to administrative detail (budgets, contracts, policies, etc.) and a keen sense of organization and order.
• Creative, problem-solving, and critical thinking skills.
• Proactive worker, able to manage multiple tasks and shifting priorities.
• Experience working directly with artists is preferred.
• Strong computer literacy, familiarity with Google Suite, Slack, and Zoom preferred.
• Accurate data entry skills; experience with Little Green Light or a similar Customer Relationship Management (CRM) database is great, but training will be provided.
• All QA staff identify as artists are supported in maintaining their creative practices alongside administrative work.

WORKING CONDITIONS

• In-person work in and around New York City will be expected on a monthly basis. 
• Significant computer work, which may require repetitive motion, prolonged periods of sitting, and sustained visual and mental applications.
• In-person event work, which may include physical tasks such as lifting or moving supplies, setting up and breaking down materials, and directly engaging with artists and audiences. 
• As a member of QA’s core staff team, the Executive Assistant will join our weekly virtual staff meeting (currently scheduled for Mondays at 11a-12p). Recurring meetings will also include a weekly meeting with the Programs and Operations Manager.
• This is a hybrid position that requires that you have your own computer in order to complete administrative work remotely.
• Staff have the opportunity to work from Queer|Art’s office space in Manhattan whenever desired (four-flight walk-up).

COMPENSATION

• $30/hr, for 20-24 hrs/week. Additional paid hours may occasionally be required for events. 
• Benefits include a monthly $300 Wellness Stipend, unlimited paid time off (with prior consent from supervisor), and an annual $500 in Professional Development funds.
• For work outside of New York City, travel and accommodations will be provided.

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ABOUT QUEER|ART

Queer|Art draws on the creativity and leadership of LGBTQ+ artists to strengthen the ecosystems necessary for their collective success. By building intergenerational communities and fostering collaboration across artistic disciplines, we ensure that artists are holistically supported—creatively, socially, and materially.

Through mentorship, public programming, and coalition-building, Queer|Art amplifies the voices of queer and trans artists while addressing structural barriers to equity and sustainability in the cultural sector. We envision a world where artists are empowered to shape culture, spark dialogue, and drive societal change, supported by a community that values interdependence, equity, and creative abundance.

PACBI COMMITMENT

Queer|Art adheres to the guidelines of the Palestinian Campaign for the Academic and Cultural Boycott of Israel (PACBI), as part of our broader commitment to decolonial and anti-apartheid values. This means we do not accept funding from Israeli state institutions or participate in events sponsored by the Israeli government or complicit institutions. All partnerships and fundraising efforts are aligned with these principles. While staff are not required to engage in political advocacy, applicants should be comfortable working within an organization that takes an active stance in support of Palestinian liberation.

Read our full statement here: https://www.queer-art.org/blog/statement-of-solidarity-with-palestine 

EQUAL OPPORTUNITY EMPLOYMENT

Queer|Art is an equal opportunity employer and is committed to creating a diverse and inclusive environment. Applicants from populations underrepresented in the fields that we represent (Film, Literature, Performance, and Visual Art) are strongly encouraged to apply. People with disabilities; people of color; women; and lesbian, gay, transgender, gender non-conforming, and bisexual people are encouraged to apply. Accessibility needs can be accommodated as much as possible. 

To apply, please fill out this form and upload your brief cover letter and CV by August 20, 2025.

Any questions about the position? Please reach out to Reya Sehgal, Programs and Operations Manager at [email protected].

08/20/2025