GALLIM Administrative Coordinator & Assistant to the Artistic Director

Job Title: Administrative Coordinator & Assistant to the Artistic Director
Reports To: Artistic Director
Location: Hybrid – New York, NY

About GALLIM:
GALLIM is a New York-based contemporary dance company dedicated to creating and presenting transformative performance experiences. Under the artistic direction of Andrea Miller, GALLIM’s work reaches audiences nationally and internationally through live performances, residencies, and community engagement programs.

Position Summary:

GALLIM seeks a highly organized, proactive, and detail-oriented Administrative Coordinator & Assistant to the Artistic Director to join its collaborative team. This full-time role provides high-level administrative support to the Artistic Director (AD), ensuring seamless internal and external communications and facilitating daily operations related to GALLIM’s artistic leadership. The ideal candidate will be a thoughtful communicator, meticulous administrator, and enthusiastic team player passionate about the arts.

Key Responsibilities:

Administrative Support to the Artistic Director

• Manage and monitor the AD’s professional calendar, including scheduling and daily reminders.
• Track, organize, and maintain AD’s to-do list and ensure deadlines are met.
• Draft, edit, and proofread internal and external correspondence on behalf of the AD.
• Monitor and maintain the AD’s email inbox, prioritizing and flagging important messages.
• Serve as the primary point of contact for external communication to the AD.
• Track VIP meetings and coordinate follow-up communications or gifts as needed.
• Attend meetings, take comprehensive notes, and provide the AD with clear summaries and action items.
• Coordinate and schedule meetings (Zoom, phone, and in-person) with internal and external stakeholders.
• Conduct research to support the AD’s artistic projects and initiatives.
• Assist in preparing presentation materials, decks, and speeches.
• Organize domestic and international travel for the AD, including booking and itinerary creation; be available during travel periods to assist as needed.
• Some personal assistant work as needed

Administrative Support to GALLIM Team & Board

• Facilitate clear and consistent communication between the AD, dancers, and administrative team, including administrative support to the ED.
• Collaborate with programming and marketing staff to collect and submit materials for AD review.
• Coordinate and manage invitations, RSVPs, and donor communications on behalf of the AD.
• Support grantwriting efforts in collaboration with the Development Director, ED and AD, including editing, proofreading, and tracking deadlines.
• Draft and send thank you notes and acknowledgments to creative collaborators, dancers, donors, and board members.
• Maintain calendars of upcoming events, and archival materials.
• Provide note-taking and follow-up support during internal staff and planning meetings.
• Contribute to creative projects and communications with proofreading and feedback as needed.
• Support administrative and logistical planning for auditions, educational programs, and special events.
• Provide on-site support during key programs and events to ensure smooth operations and assist with troubleshooting.

Qualifications:

• 2–4 years of administrative experience in the arts or nonprofit sector, preferably in a similar support role.
• Exceptional organizational and communication skills, both written and verbal.
• Demonstrated ability to manage multiple priorities and work independently in a fast-paced environment.
• Professionalism, discretion, and the ability to interact with high-profile individuals.
• Strong attention to detail and problem-solving abilities.
• Proficiency with Google Workspace (Drive, Calendar, Docs), Zoom, and standard office tools.
• Knowledge of or enthusiasm for contemporary dance and performing arts is a plus.

Compensation & Benefits:

• Salary: $52,000 per year
• Vacation: Up to 3.5 weeks of paid vacation annually (includes GALLIM’s winter holiday break and a half week in August)
• Healthcare: GALLIM contributes $250/month toward employee healthcare costs, effective after a 3-month introductory period

To Apply:
Please submit a resume and a brief cover letter detailing your interest in the position and relevant experience to erin@gallimdance.com