Opportunities

 

We’re looking for talented people to join Team Book.

Current openings:

Administrative Assistant  

The National Book Foundation, presenter of the National Book Awards, is seeking a full-time Administrative Assistant to join our small and dynamic team. The Administrative Assistant reports to the Operations & Finance Manager and provides essential support across organizational activities, including the National Book Awards, programmatic and development activities, office coordination, assistance with operational and financial tasks, and general administrative duties. This is a critical support position at an established and active literary nonprofit, offering a wide ranging and valuable experience to a candidate seeking a career in arts administration.

The ideal start date for this position is on or around May 1, 2023. This is a full-time position based in New York City and operates on a hybrid in-office / remote schedule. Some evening and weekend work is required.

OFFICE MANAGEMENT & GENERAL ADMINISTRATION

  • Help ensure a well-run, well-organized office: liaise with building management; oversee basic technology needs and office supply inventories
  • Manage the organization-wide calendar; help coordinate staff activities
  • Together with the Operations & Finance Manager, serve as primary point people for any and all in-person office needs (e.g., accepting and coordinating deliveries; being present for equipment repairs, etc.)
  • Serve as main point of contact in processing of invoices, payments, and accompanying communications for external contractors and vendors across organizational activities (Programs, Awards, and daily operations)
  • Log donations and generate acknowledgement letters, in collaboration with the Development team
  • Provide administrative support to the Executive Director as needed, including booking travel, managing calendar, and confirming appointments

PROGRAMS & AWARDS SUPPORT

  • Assist in creation and tracking of programmatic calendars and schedules
  • Work with Programs staff to provide administrative support for in-person events, including booking travel, placing and tracking book orders, organizing associated media release forms, and preparing necessary insurance paperwork
  • Work with the Awards & Honors Manager to complete annual eligibility checking of Awards submissions, including fielding eligibility inquiries
  • Coordinate travel reimbursements, hotel accommodations, car services and other related needs for National Book Awards judges and presenters

FINANCIAL & OPERATIONAL

  • Provide administrative support to the Operations & Finance Manager
  • Create and track invoices across organizational activities, including National Book Awards revenue (e.g., table sales, sponsorships)
  • Execute various organizational mailings, in collaboration with other departments (Awards, Development, etc.)
  • Process ticket purchases for the National Book Awards and Afterparty
  • Oversee sales of National Book Award medallions

Other duties as assigned

QUALIFICATIONS

The successful candidate will be an extremely organized, communicative, detail-oriented, and deadline-conscious self-starter. Excellent oral and written communications skills are essential. Understanding of Microsoft Office Suite, Mac OS, Zoom, and Slack are required; familiarity with database systems (e.g., eTapestry) and Quickbooks is a plus. At least 2 years administrative experience is preferred. A passion for reading and literature is a must. Applicants should be enthusiastic about working with a small, dedicated team, and possess a patient, flexible, kind, and collaborative spirit.

COMPENSATION

This is a full-time exempt position based in New York City (with a flexible in-office/remote hybrid schedule) and benefits package, including paid time off, health care, and other benefits. Salary is $47,500-$49,000 depending on experience.

TO APPLY FOR THE POSITION

Send resume and cover letter to jobs@nationalbook.org with the subject line Administrative Assistant. Review of applications will begin in mid-March 2023 and continue until the position is filled; priority will be given to applications received by March 12, 2023. Position begins in May 2023. No phone calls.

The National Book Foundation is committed to inclusivity and does not discriminate on the basis of race, religion, ethnicity, age, gender identity, sexual orientation, socio-economic status, nationality, marital status, parental status, military service, or disability.

Development Manager

The National Book Foundation, presenter of the National Book Awards, is seeking a full-time Development Manager. This newly-created role will work closely with NBF’s Director of Development to support the growth and diversification of a new development department, and help manage all aspects of the Foundation’s fundraising and cultivation efforts, including: individual outreach and annual giving campaigns; corporate and foundation grant-writing and reporting; management of government contracts; support of sponsorship requests and other event related tasks; and more.

The ideal start date for this position is on or around May 1, 2023. This is a full-time position based in New York City and operates on a hybrid in-office / remote schedule. Some evening and weekend work is required.

PRIMARY RESPONSIBILITIES

Individual Donors:

  • Manage annual individual mailings, draft correspondence including solicitation letters, follow ups, and individual proposals
  • Support the evolution and maintenance of a comprehensive moves management system, including tracking all interactions with current and potential major donors
  • Prepare research briefs for potential major donors
  • Assist with developing strategy on individual major donors
  • Support the planning and execution of donor cultivation events
  • Manage and track timely benefits fulfillment
  • Assist with re-engagement strategies for individual donors, including working closely with Manager of Marketing & Communications

Corporate & Foundations:

  • Draft and submit applications, reports, attachments, and other supplemental materials as needed, including working with Manager of Finance and Operations finance on budget preparation
  • Surface, research and submit new applications as appropriate
  • Maintain comprehensive calendar and ensure timely submission of grant applications and reports

Government:

  • Manage timelines and ensure compliance with government pre-certification process for federal, state and city grant contract eligibility
  • Manage approved contract execution and track all necessary grant information
  • Manage reporting and application timelines for all federal, state, and city grant contracts
  • Draft reports and applications, compile outreach and reporting materials

Special Events:

  • Work with Awards and Honors Manager to broaden sponsorship opportunities for National Book Awards and other National Book Foundation honors including research and outreach to potential sponsors, preparing, and submitting sponsorship decks, and other responsibilities as needed
  • Ensure inclusion of Leadership Circle members in events as appropriate, support outreach efforts for individual donors around National Book Awards and other events

Other responsibilities:

  • Support Director of Development and other senior staff in the creation of annual strategies and goals, including running and analyzing donor reports and trends
  • Work with Manager of Operations & Finance to verify accurate coding and tracking of donations; work with Administrative Assistant to ensure timely, accurate acknowledgement of gifts
  • Manage NBF’s young professionals’ group, the Book Council.

QUALIFICATIONS

We are looking for applicants with at least 2-3 years of managing development activities, preferably within an arts or cultural organization. Candidates should possess: excellent verbal and written communication skills; exceptional organizational skills and attention to detail; ability to handle multiple, simultaneous tasks and work under deadlines; comfort interfacing with new and potential donors; and enthusiasm about working and collaborating with a small, passionate team. Applicants should be proficient with the Microsoft Office Suite, Google Suite, and database programs (preferably eTapestry). A passion for reading and literature is a must.

COMPENSATION

This is a full-time exempt position based in New York City (with a flexible in-office/remote hybrid schedule) and benefits package, including paid time off, health care, and other benefits. Salary is $60,000-$72,000 depending on experience.

TO APPLY FOR THE POSITION

Send resume and cover letter to jobs@nationalbook.org with the subject line Development Manager. Review of applications will begin in mid-March 2023 and continue until the position is filled; priority will be given to applications received by March 12, 2023. Position begins in May 2023. No phone calls.

The National Book Foundation is committed to inclusivity and does not discriminate on the basis of race, religion, ethnicity, age, gender identity, sexual orientation, socio-economic status, nationality, marital status, parental status, military service, or disability.

Internships

The National Book Foundation offers internships for current undergraduate or graduate students who want to work with an established and active literary nonprofit. For more information about our internship program, see our Education & Access programs page.