Artists at Risk Connection (ARC) Administrative Assistant Consultant

PEN America, a nonprofit organization working at the intersection of literature and human rights, seeks a dynamic and detail-oriented consultant to provide administrative support to the Artists at Risk Connection (ARC). ARC is an international organization dedicated to safeguarding and advancing cultural rights by empowering artists and cultural workers to create, participate, and thrive in the face of repression and attack. Through emergency and resiliency support, advocacy, and coalition-building, ARC defends and advances artistic freedom and cultural rights. Since 2017, ARC has supported over 2,000 artists from 61 countries.

ARC is seeking to hire a consultant to provide essential administrative, financial, and development support to the Director of ARC and the broader team across a wide range of organizational activities. This role offers a unique opportunity to contribute to the effective functioning of a dynamic international nonprofit working at the intersection of arts and human rights. The consultant will play a key role in ensuring smooth daily operations, supporting financial processes, and helping maintain ARC’s organizational systems during a pivotal period of growth.

The ideal candidate is highly organized, proactive, and collaborative, with strong communication skills and excellent attention to detail. They should have experience handling financial tasks, including processing payments, expense tracking, and supporting budget reconciliation, as well as providing administrative support such as scheduling, meeting coordination, and document management. A demonstrated commitment to the arts and human rights is essential. Familiarity with basic bookkeeping, QuickBooks or similar accounting software, and standard office tools is strongly preferred. This is a remote position with the possibility of working from our New York office.

Responsibilities

• Provide day-to-day administrative support to the Director of ARC, including scheduling, calendar management, meeting coordination, and travel logistics
• Organize virtual and in-person events such as board meetings, workshops, and convenings (including logistics, note-taking, and follow-up)
• Maintain internal systems and shared drives, including contact lists, partner databases, and filing systems
• Draft, format, and proofread internal and external documents, presentations, and correspondence
• Process payments, track expenses, and support budget monitoring and financial reporting
• Reconcile accounts and liaise with bookkeeping and accounting partners to ensure accurate records and compliance
• Conduct prospect research to identify institutional and philanthropic funding opportunities
• Assist with the preparation and submission of grant proposals, concept notes, and donor reports
• Maintain development records, track deadlines, and support donor stewardship activities
• Coordinate with program and finance colleagues to compile information for funding applications and reports

Qualifications:

• Minimum of two years of experience in administrative, operations, financial, or development support, ideally in a nonprofit or international organization
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment
• Demonstrated experience with financial tasks such as payment processing, expense tracking, and basic reconciliation
• Experience supporting fundraising or development work, including prospect research, grants administration, and/or reporting
• Excellent written and verbal communication skills
• Proficiency in Google Workspace and familiarity with basic accounting or bookkeeping software (e.g., QuickBooks) strongly preferred
• Strong research and document preparation skills; ability to synthesize and format information clearly
• Proactive, adaptable, and able to work both independently and collaboratively within a small, international team
• Demonstrated commitment to the arts and human rights
• Proficiency in Spanish or French is a plus
• Must be able to provide valid proof of United States work authorization

Consultancy Fees:

The consultancy is estimated to require up to 30 hours per week for a term of six months, starting on November 3, 2025. The monthly fee will range between $2,600 and $3,500, depending on the experience and scope of the work.

To Apply:

Please submit a complete application (including a cover letter, resume, and an unedited writing sample) via BambooHR by October 24, 2025. Only complete applications will be reviewed, and only shortlisted candidates will be contacted.

PEN America is an equal opportunity employer that does not discriminate in its hiring practices, and in order to build the strongest possible workforce, actively seeks a diverse applicant pool.

ABOUT PEN AMERICA:

PEN America stands at the intersection of literature and human rights to protect free expression in the United States and worldwide. We champion the freedom to write, recognizing the power of the word to transform the world. Our mission is to unite writers and their allies to celebrate creative expression and defend the liberties that make it possible.