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Department Assistant, Marketing and Communications

How You Will Contribute

The Department Assistant provides administrative support to the Director of Marketing and Communications to facilitate all aspects of the Museum’s marketing and communications plans. This individual ensures that all projects, works in progress, and relationships with both internal and external constituents receive timely focus; and provides thoughtful and skilled daily support to all Marketing, Communications, and Editorial & Graphic Design staff. This position requires the ability to perform in a high-volume, fast-paced office environment with minimal supervision and a high degree of confidentiality, discretion, diplomacy, and professional poise is expected.

Specifically, you will:

  • Maintain Director’s calendar on paper and electronically, and coordinate meetings, events, and programs for the Director.
  • Organize, maintain, and retrieve electronic and paper files of all correspondence, memos, proposals, etc. generated and received by the Division.
  • Maintain files of competitive and peer museum marketing creative.
  • Track expenditures versus budgets by maintaining invoices, receipts, and other files.
  • Develop regular summary reports of Marketing activity.
  • Organize departmental reports for Trustee meetings, the Annual Report and departmental budgets.
  • Help respond to internal and external inquiries; prepare and distribute written/electronic correspondence and information.
  • Provide staff support for meetings including: tracking invitations and responses, coordinating conference dining as needed; compiling agendas, meeting materials, and follow up material; drafting and distributing meeting minutes.
  • Assist with creative material file trafficking as needed
  • Coordinates and develops presentations on behalf of the Division.
  • Greet and assist guests and visitors with attention and respect, and facilitate their requests and questions.
  • Organize travel and ancillary arrangements for the Division and prepare detailed itineraries when necessary
  • Order and manage publication subscriptions for Department.
  • Handle and coordinate general office functions, including but not limited to:
    • Regular oversight/responsibility for office physical environment such as maintaining order, coordinating clean-ups as needed, assessing storage, and overseeing routine transfer of materials to archives.
    • Assisting with film shoots as needed
    • Mail and e-mail, telephones, faxes, copying, filing, ordering office supplies and equipment, etc.
    • Answering, screening, and directing calls as appropriate. 
  • Work as requested on special initiatives and projects.

Your diverse background includes:

  • Undergraduate degree or equivalent required.
  • Minimum three years of experience in administrative support position.
  • Excellent writing and verbal skills.
  • Must be proficient in all Microsoft Office products, specifically Outlook, Word, and Excel, PowerPoint.
  • Must be proficient in SharePoint.
  • Experience in a professional environment demanding thoughtfulness, sophistication and confidentiality with ability to relate well to people from many different backgrounds.
  • Professional demeanor, especially under pressure. Strong attention to detail and ability to work accurately under deadline.
  • Previous experience in a Marketing/Communications environment preferred.
  • Previous experience/interest in the arts/cultural world helpful.
  • Demonstrates flexibility in working overtime as directed.
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