Executive Assistant/Office Manager

Executive Assistant/Office Assistant

Newport Festivals Foundation/Newport Folk & Jazz Festivals

Part-Time (with potential to extend post-season/full time)

The Newport Festivals Foundation (NFF) is a nonprofit organization dedicated to fostering community through the legendary annual Newport Folk and Newport Jazz festivals. Beyond the Newport Folk and Jazz Festivals, NFF's mission extends year round through impactful music education initiatives and artist relief nationwide.

NFF seeks a highly organized and proactive professional who excels at managing multiple priorities in a fast-paced environment. The Executive Assistant/Office Assistant will serve as the right hand to the Executive Director, managing all aspects of the office including travel, scheduling, and communications. The position also encompasses Office Manager responsibilities, ensuring smooth day-to-day operations.

The position requires a high degree of self confidence and ease when interacting with Board Members, donors, and staff at all levels, as well as excellent organization, attention to detail, and critical thinking skills. Basic computer proficiency, including Microsoft Office, Google Suite, and Zoom, is required. This role is ideal for someone who takes pride in keeping an operation running smoothly, coordinating complex schedules, tracking important details, and ensuring deadlines are met.

This position requires in-office presence in Manchester, MA approximately three days per week, with the remainder of time remote. The role also involves two weeks annually in Newport, RI (late July to early August) and occasional regional travel for meetings. The right candidate will demonstrate flexibility in hours and understand the cyclical nature of work depending on major events.

The responsibilities of the Executive Assistant/Office Assistant will include, but are not limited to:

Executive Assistant Duties

• Manage calendar and schedule meetings for the Executive Director
• Coordinate and book all travel and accommodations for the Executive Director
• Draft, edit, and proofread written communications, including emails, memos, and donor thank-you notes
• Attend key meetings for note-taking, follow-up, and technical support (A/V setup, Zoom, etc.)
• Maintain Executive Director’s confidential information and handle sensitive matters with discretion
• Assist during Newport Folk and Jazz Festival weekends, supporting the Executive Director onsite
• Send and follow up on annual festival invitations to industry leaders and partners
• Record and distribute notes from programming and strategic meetings
• Run business-related errands and handle local pickups/drop-offs as needed
• Provide transportation support on event days, including traveling between multiple locations
• Performs other duties as assigned

Office Manager Duties

• Manage incoming/outgoing phone calls, mail, voicemails, and general inquiries
• Maintain and coordinate relationships with office vendors (e.g., cleaning services, telecom, USPS, utilities)
• Process bi-weekly mail pickup and distribution
• Handle administrative financial tasks including monthly expense reports, bank deposits, and credit card reconciliations
• Schedule staff, Executive Committee, and Board meetings; prepare and distribute relevant materials
• Add upcoming concerts and events to the team calendar
• Oversee office processes and make improvements for increased efficiency
• Provide additional administrative support as needed across projects
• Performs other duties as assigned

Skills and Characteristics

• Excellent interpersonal and communication skills (written and oral)
• Highly organized, detail-oriented, and capable of managing multiple priorities
• Strong critical thinking and problem-solving abilities
• Self-starter able to complete tasks independently
• Flexible and adaptable; able to shift gears easily and manage changing priorities or tasks with ease
• Proficiency with Google Suite, Microsoft Office, and Zoom

Requirements

• Valid driver’s license, clean driving record, and reliable access to a personal vehicle for work-related errands and event-day travel
• Willingness to travel locally as part of the role
• Must be available to work in the Manchester, MA office 3 days per week
• Must be available during festival weekends: July 24–26 and July 31 - August 2

Education / Prior Work Experience / Background

The ideal candidate will bring a combination of strong administrative experience, organizational skills, and the ability to support executive leadership in a dynamic nonprofit environment.

• A bachelor’s degree or equivalent work experience is preferred. We value practical experience, strong organizational skills, and a willingness to learn just as much as formal education.
• 1–5 years of experience in an Office Manager, Executive Assistant, Administrative Manager, or similar role.
• Experience supporting senior leadership or executive directors, including calendar management, scheduling, and meeting coordination.
• Prior experience working in a nonprofit organization, arts organization, festival, or cultural institution is a plus.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Experience coordinating meetings, travel, events, and internal communications.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism when handling confidential information.
• A collaborative and proactive approach to the work with the ability to anticipate needs and solve problems.

Bonus experience:

• Working in music, events, or festival environments.
• Supporting boards of directors or committees.
• Experience with donor relations or nonprofit development teams.

Equal Opportunity Employer

Pay: $22.00 per hour

Work Location: In person

Salary : $22