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Administrative Assistant—Director’s Office

The Administrative Assistant (AA) serves as a primary point of contact on all matters pertaining to the Director’s Office, and provides administrative support to the Manager of Executive Offices and Special Projects as well as executive leadership. The AA ensures that the Director and President are able to execute an ambitious vision and strategy on a daily basis by assisting executive leadership with a high volume of work. The AA serves as the receptionist for the Director’s Office, providing professional service to all who enter, and acts as a liaison to the Board of Trustees and Museum senior management. Working closely with the Manager of Executive Offices and Special Projects, the AA assists with a variety of special projects, organizing and coordinating executive outreach and external relations. The ideal candidate 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.

Qualifications:
A successful candidate will meet many of these requirements, and have the desire and capacity to learn the rest on the job.

  • Bachelor’s degree
  • Experience as an administrative assistant for senior management, ideally in an arts and/or nonprofit environment
  • Familiarity with Microsoft Office Suite and Google suites; Outlook calendar scheduling experience is a plus
  • Ability to thrive in a fast-paced, entrepreneurial environment that is mission-driven, results-focused, and community-oriented
  • Impeccable attention to detail, strong judgment, and superior problem-solving capabilities
  • Excellent oral and written communication skills and professional email/phone etiquette
  • Passion for the Museum’s mission and programming, and an interest in the arts

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 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
  • Assist in managing executive leadership’s calendars, including scheduling and preparing for meetings, managing calls, and following up on meeting needs; arrange travel and prepare for external meetings as needed
  • Answer phones, greet guests, and represent the public face of the Director’s Office and Museum for Board members, constituents, VIP visitors, and other key stakeholders
  • Support the Manager of Executive Offices and Special Projects in organizing all-staff meetings and events (such as summer and winter staff parties), including working with the Director and President to create the agenda, organizing audio/visual aids and handling A/V logistics, and preparing meeting spaces
  • Coordinate special initiatives and projects, from research to implementation, and collaborate with department heads to execute events such as Board of Trustees and committee meetings
  • Prepare correspondence, take meeting minutes, and provide other written support; ensure the Director and President’s contacts are up to date
  • Maintain the Director’s Office spaces, including the kitchen, Executive Boardroom, and conference rooms
  • Work with the Development team to track and input information into Raiser’s Edge
  • Process all expense reports and invoices for the Director and President and monitor departmental budgets
  • Coordinate all VIP tickets to special exhibitions
  • Organize logistics, catering, and hospitality for VIP visitors, and provide high-level customer service to visitors
  • Sort incoming mail for the Director’s Office
  • Submit work orders as needed for office-related operations, and order and organize office supplies
  • Other responsibilities as assigned

Start date: Immediately

Department: Director's Office

Reports to: Manager of Executive Offices and Special Projects

Union status: Non-union

FLSA status: Non-exempt

Salary range: $45,000

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

Apply online

If you have questions about our online application system, please get in touch with us at job.application.questions@brooklynmuseum.org.