Job Opening – Assistant to the President (05/2011)

2011 May 11

Museum for African Art
Long Island City, New York

POSITION DESCRIPTION:

Using a high degree of judgment and discretion, the Assistant provides administrative support to the Museum for African Art’s President. Working independently, the Assistant to the President determines the routing and/or response for phone calls and mail, prepares correspondence, prioritizes projects and scheduling to maximize the executive’s time and productivity, organizes and maintains files, and plans meetings, trips and events.

PRIMARY RESPONSIBILITIES:

-Answer telephone and determine response/course of action.

-Schedule meetings, calls, events and trips for the President.

-Ensure that proper preparation and materials and files are available for each day’s meetings and events.

-Plan and coordinate travel. Arrange flights, rail service, hotel, and car service reservations.

-Prepare a detailed travel itinerary prior to each trip.

-Prepare and file expenses/reimbursable costs on behalf of the President.

-Manage and route mail for the President including invitations and correspondence.

-Draft correspondence, including letters, emails and memoranda.

-Perform general clerical duties to include, but not limited to: photocopying, faxing, mailing, and filing.

-Open and distribute mail for the office.

-Maintain accurate inventory of Museum publications.

-Maintain communication between the President and all Museum departments.

-Perform additional duties as assigned—to include, but not limited to, prospect research and proposals drafts.

-Must be willing to accommodate some personal assistant duties as well.

QUALIFICATIONS:

-Associate’s Degree or higher.

-Previous experience in development or fundraising preferred.

-Ideally have a background in arts administration, art history or related field.

-Must be able to multi-task and prioritize in a fast-paced environment.

-Ability to be proactive; manage end-to-end project and processes and identify solutions.

-Uses effective communication skills, both written and verbal.

-Excellent writing skills.

-Works independently as well as in a team environment.

-Demonstrates strong working knowledge of Windows based applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

-Maintains confidential information with superior judgment and discretion.

Interested candidates should send a resume and cover letter to gherrera@africanart.org, with “Assistant to the President” in the subject line.

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