Facilities and Administrative Associate

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Position Overview

The Hudson Valley Writers Center, a literary arts organization based in Sleepy Hollow, NY, seeks a Facilities and Administrative Associate to coordinate building rentals; support onsite, offsite, and virtual events; and to provide administrative support. Duties include conducting email and phone correspondence with renters and other constituents, office organization, and onsite support for a wide range of activities at the Center’s historic building alongside the Hudson River. The role also includes representing HVWC at offsite events to build HVWC’s visibility among diverse audiences and organizations in Westchester and the New York metropolitan area. Knowledge of Zoom and Audio and Video technology components is essential. The position requires moving and carrying items, and setting up and breaking down large folding tables. The ideal candidate is comfortable managing varied projects and tasks, open to learn, and has a sense of humor.

10-15 hrs/week. Flexible hours include weekend and evening responsibilities. Hourly rate: $20/hr

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Key Responsibilities

1. Rental Coordination and Facilities Support

   • ​​Assist with general onsite building management: monitor and reset the building after rentals, checking mail, ordering and stocking supplies, and acting as point person for building vendors and contractors

   • Provide tours for prospective renters, answer questions about the space and schedule, and manage communications on third-party rental platforms

   • Schedule and track rentals on HVWC calendar

   • Communicate by email and phone with prospective renters

   • Manage rental contracts and billing

   • Provide remote access to renters

   • Update rental information as needed, and support promotion on social media

2. Event Support (requires some evenings and weekends)​

   • Assist with event setup and staffing of events at the Writers Center, including onsite A/V tech setup for hybrid and in-person events and classes, including sound system and tech rig, monitor onsite events

   • Co-host and monitor Zoom classes and virtual events

   • Represent HVWC at local community events such as farmers markets (TaSH, Ossining), Back to School Bash, street fairs, and occasional poetry events and festivals

3. Administrative Support

   • Office organization, systems and supplies research and ordering

   • Managing some mailings and deliveries

   • Local distribution of HVWC posters

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To apply, submit a cover letter and resume to admin@writerscenter.org. Please put your name and “Facilities and Administrative Associate” in the subject line of your email when you submit your application. No phone calls please.

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Applications will be reviewed on a rolling basis until the position is filled.

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