Finance & Executive Administrative Manager About Harlem Stage
About Harlem Stage
For more than 42 years, Harlem Stage has played a critical role in New York City’s cultural ecosystem and has consistently defied expectations, delivering groundbreaking artistic programming and cultural leadership despite the enduring shadows of historic disinvestment and systemic inequities in the arts, culture, and humanities fields. Harlem Stage is the stage to set untold stories free.
Position Summary
The Finance & Executive Administrative Manager plays a central role in Harlem Stage's day-to-day financial and administrative operations. Reporting to the Vice President of Programming & Production and working closely with the Director of Finance, this position supports planning, financial tracking, and administrative excellence across the institution.
The Finance & Executive Administrative Manager oversees accounts payable processing, cash flow tracking, budget monitoring, financial reporting support, and administrative coordination for the executive leadership team. The role serves as a critical liaison between finance, production, programming, and administration, ensuring accurate financial information, timely processing, and strong operational systems that support Harlem Stage's artistic and organizational mission.
Essential Responsibilities
Financial Operations
- Track organizational cash flow and prepare weekly cash flow reports for leadership.
- Support the processing and entering of vendor invoices, ensuring accuracy, coding, and timely approvals.
- Maintain accounts payable records and coordinate payment schedules.
- Reconcile invoices with purchase orders, contracts, and supporting documentation.
- Assist with monthly financial close by preparing financial support documents.
- Monitor organizational expenses and assist with budget variance tracking.
- Support audit preparation and financial documentation.
Budget Administration
- Maintain and update departmental, production, and project budgets.
- Partner with Programming, Production, and Executive Leadership to monitor expenditures against approved budgets.
- Prepare budget tracking reports and forecasts for leadership meetings.
- Track artist contracts, production expenses, and program-related financial commitments.
- Assist department leaders in maintaining fiscal discipline and identifying budget risks.
Administrative Operations
- Provide administrative support to the executive leadership team.
- Coordinate scheduling and administrative logistics for cross-departmental initiatives.
- Support office operations and administrative systems as needed.
- Cross-Departmental Coordination
- Ensure financial information is communicated accurately and efficiently across departments.
- Assist leadership with special projects, operational planning, and process improvements.
Qualifications
- Bachelor's degree in Business Administration, Finance, Accounting, Arts Administration, or related field preferred.
- 3–5 years of experience in financial administration, accounting support, nonprofit administration, or operations.
- Strong proficiency in Excel and Microsoft Office Suite.
- Experience with accounting software (QuickBooks, Sage Intacct, BILL.com, or similar preferred).
- Exceptional organizational skills with strong attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills.
- Commitment to confidentiality, accuracy, and sound financial stewardship.
- Passion for the performing arts and Harlem Stage's mission.
Salary Range: $75,000 to $85,000 based on experience.
Please send cover letter and resume to Jbuckner@harlemstage.org with Finance & Executive Administrative Manager in the subject line.