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Position: Administrative Assistant to the Director's Office (part-time)

Overview:

The Administrative Assistant provides high level administrative support to the Director’s Office.  Involved in a range of administrative responsibilities pertaining exclusively to the Director.  Primary function is to assure the smooth organization of the Director’s calendar.  Heavy scheduling and careful prioritizing of Director’s time, ensuring commitments are met timely and calendar is not overbooked.  Responsible for long term Director’s Office planning in cooperation with the Executive Assistant to the Director.

Duties and Responsibilities (include but are not limited to):

  • Maintaining a keen knowledge and awareness of the museum’s mission as well as the Director’s particular preferences and goals.
  • Maintaining daily schedule of the Director to include set up of appointments with staff, Trustees, and outside visitors. 
  • Responsible for domestic and international travel arrangements.
  • Greeting visitors upon arrival and escort to the Director’s Office.
  • Managing and screening incoming phone calls to the Director’s Office. 
  • Processing invoices, expense reports and reimbursements.  
  • Assisting with written correspondence including acknowledgements, thank you letters and invitations. 
  • Overseeing departmental files.
  • Conducting and compiling research, using on/off-site resources, for the Director as requested.
  • Assisting in coordinating VIP tour requests.
  • Assisting in coordinating outside lectures including preparation of lecture presentation and equipment set up.
  • Performing other administrative duties as assigned.

Requirements and Qualifications:

  • Bachelor’s degree, background in Art, Art History or Arts Administration helpful.
  • Two years of experience as administrative assistant at the executive level.
  • Candidates with strong administrative experience will be considered in lieu of education credentials.
  • Previous museum or cultural organizational experience a plus.
  • Ability to multitask in extremely high-paced environment and to maintain confidentiality and discretion essential. 
  • Candidate should be mature, self-motivated and proactive with excellent verbal, written, interpersonal, editing, organizational, and communication skills.
  • Must be able to communicate and coordinate with a broad range of constituents (i.e. trustees, major donors, artists, scholars, curators, ambassadors, and other VIPs).
  • Proficiency in Microsoft Office essential (including Power Point). Experience with both The Raiser’s Edge and Multi-Mimsy a plus.

Pay Rate: $16.82 per hour.

Benefits:

Part-time employees are eligible for the following benefits:

  • Paid Holidays*
  • 403(b) Retirement Program participation
  • Pre-tax Transportation benefits through SmartBenefits
  • Complimentary guest admission to museum (subject to availability)
  • 20% discount at Museum Shop
  • 10% discount at Museum Café
  • Invitations to seminars, lectures, and special events

* Part-time hourly staff may receive holiday pay if the holiday falls on a day on which they are scheduled to work.

Posted: February 3, 2012

To Apply