Curatorial Administrative Assistant

Position Overview: The Curatorial Assistant will work closely with all members of the Curatorial Department to complete administrative tasks for the department. These administrative tasks include but are not limited to submitting payment request forms, booking flights and hotel for artists and their assistants, creating, and submitting expense reports, keep track of exhibition budgets, scheduling meetings,

Requirements

Required Degree: Bachelor’s Degree/4-Year Degree

Qualifications:

• Excellent verbal and written communications and interpersonal skills.
• Ability to organize and prioritize work.
• Excellent time management.
• Attention to detail.
• Excellent problem solving skills.
• Proficiency in Microsoft Office Suite.
• Exceptional analytical skills to sift through data and information.
• Ability to handle sensitive information with complete confidentiality.
• Ability to adapt to changing priorities and deliver work product within strict time demands.
• Ability to work independently and efficiently on several projects simultaneously.
• Database management experience.

Teamwork Skills

• Be an enthusiastic, helpful and positive member of the team.
• Be professional, responsible and mature in conduct and behavior.
• Be understanding of, encouraging to and friendly with all co-workers.
• Be self-motivated and use time wisely.
• Maintain open line of communications with each department on pertinent information.
• Maintain effective communication by means of meetings and memorandums.
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands

• Walk, bend, lift (up to 15 pounds) files, office supplies an electronic equipment.
• Finger dexterity to pick up paper and use computer keyboard.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Ability to hear in normal tones including telephone and face-to-face conversation.

Summary

Essential Functions included, but are not limited to:

• Preparing PowerPoint presentations, packets, checklists, agendas, and other materials for different purposes (E.g.: Acquisitions Committee, Collectors Council, and Fund for Black Art).
• Process all purchase request forms (PRF) for the Curatorial team in a timely manner and send them to Accounting.
• Responsible for travel and lodging arrangements and contacting guests to coordinate their exact dates of travel.
• Negotiate travel requests with guests.
• Ask for credit card authorization forms from hotels.
• Collect receipts for reimbursements when guest takes care of their own travel arrangements (often requires follow-up).
• Send PRF to Accounting for Per Diem in advance.
• Coordinate arrival to museum with guest.
• Budgets:
• • Support with budget drafting, preparation and tracking.
  • Drafting and keeping exhibition budgets up to date with guidance from CFO and Collections and Exhibitions Planning Director
• Amex Report:
• • Compile receipts from Amex users each month.
  • Code each transaction in Excel and update the shared document from Accounting in Teams.
  • Cross-reference expenses with receipts and gather missing receipts.
• Schedule meetings:
• • Send calendar invites with Zoom links.
  • Coordinate with participants to settle on a time and date that works for everyone.
• Support with meetings:
• • Ask for Agenda Items
  • Support with Curatorial Department Meeting (Thursdays)
  • Support with Curatorial and Education Cross-Departmental meetings.
• Pérez Prize:
• • Arrange the time and day of meeting with jurors.
  • Schedule meetings
  • Send materials to jurors.
  • Create PowerPoint presentations.

Find more opportunities on our PAMM page.

You're welcome to mention that you learned about this role through CALIBRE.