Administrative Assistant

Job Type

Full Time

Published

11/05/2018

Address

200 Eastern Parkway
Brooklyn
NY
11238
United States

Description


At a time of rapid and strategic growth, we are looking for a high-energy, organized, and hard-working team player to support our Director and President. The Administrative Assistant (“AA”) is an essential position, ensuring that the Director and President are able to execute an ambitious vision and strategy by performing highly every day. The AA deeply understands the importance of being part of a unified team in representing the Director and President, and as such is a thoughtful, proactive, and gracious communicator with the Museum staff, Board, and all our external stakeholders.


Requirements:

  • Bachelor’s degree required; art history or communications degree strongly preferred
  • Relevant office or internship experience, ideally in an arts and/or nonprofit environment
  • Experience with databases and Microsoft Office Suite (Word, Outlook, and Excel); Outlook calendar scheduling experience is a plus
  • Thrive in a fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community-oriented
  • Impeccable attention to detail and a strong personal work ethic
  • Excellent communication skills (oral and written) and professional email and phone etiquette
  • Prior hospitality, service industry, and/or event planning experience is a plus
  • Experience creating and submitting expense reports and Raiser's Edge experience is a plus
  • Passionate about the Museum, forward-thinking, and art-loving
  • Cheerful, professional demeanor (and sense of humor!) is essential


Responsibilities: The AA serves as a primary point of contact for internal and external constituencies on all matters pertaining to the Director's Office. The AA will also:

  • Provide attentive, intelligent, intuitive, and proactive support to the Director and President, meeting deadlines and operating with a keen sense of balancing shifting priorities in a fast-paced setting
  • Work collaboratively with the Executive Assistants (EAs) in the Director’s Office to manage the daily office agenda and keep the Director and President on time for all meetings
  • Answer phones, greet guests, and represent the public face of the Director’s Office and Museum for board members, constituents, and other VIP visitors
  • Process all expense reports for the Director and President and monitor departmental budgets
  • Support the General Counsel in various administrative tasks, including document production, transmittals, and follow-up
  • Work with EAs to schedule internal and external meetings using Microsoft Outlook
  • Work with EAs to organize catering and hospitality for VIP lunches and office events, and assist with logistics and hospitality for group tours and VIP visits
  • Work with our Development team to track and input donor information into Raiser’s Edge
  • Work with EAs to plan and organize office events and morale-boosting activities for employees at the Museum
  • Assist EAs with special initiatives and projects, from research to implementation
  • Other responsibilities as assigned


Start date: Immediately

Department: Director's Office

Reports to: Executive Assistant, Director’s Office, and Executive Assistant and Community & Government Affairs Liaison, Director’s Office

Union status: Non-union

FLSA status: Non-exempt

Salary range: $35,000–$40,000, plus benefits and overtime

Schedule: Monday through Friday, 9 am to 5 pm, with evening and weekend hours as necessary


Professional Level

None specified

Minimum Education Required

4-year degree


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