Job Opening – Assistant to the President (05/2011)
Museum for African Art
Long Island City, New York
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.
-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.
-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 firstname.lastname@example.org, with “Assistant to the President” in the subject line.