Executive Administrator to the Deputy Director and Chief Curator

Philadelphia, PA
Full Time
Experienced
We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 


How You Will Contribute

The Executive Administrator provides thoughtful and skilled daily support to the Marion Boulton “Kippy” Stroud Deputy Director and Chief Curator helping to manage the competing demands within the division of Curatorial Affairs. This position requires the ability to perform in a high-volume, fast-paced office environment with minimal supervision. The individual works closely with all museum staff, Trustees, and donors to coordinate information, meetings, events, and processes and to conduct research under the Deputy Director and Chief Curator’s direction in order to advance the museum’s curatorial objectives. This position requires the utmost confidentiality, discretion, diplomacy, and professional demeanor.


Specifically, you will:

Provide the Deputy Director and Chief Curator with daily support by:
  • Managing a variety of projects within the Curatorial Affairs division, including cultivation trips.
  • Ensuring that all projects, works in progress, and relationships with both internal and external constituents receive timely focus.
  • Managing the Deputy Director and Chief Curator’s schedule and calendar and assisting with the prioritization of their time.
  • Liaising and working in close collaboration with the offices of the Director and CEO and the Director of Curatorial Initiatives
  • Supporting constituent relationships on behalf of the Deputy Director and Chief Curator especially those with Trustees, staff, donors, volunteers, and patrons, exercising considerable discretion and confidentiality in all matters.
  • Scheduling meetings, events, and programs with staff, Trustees, constituents, colleagues, and others.
  • Organizing travel and ancillary arrangements for the Deputy Director and Chief Curator and preparing detailed itineraries as needed.
  • Answering, screening, and directing calls as appropriate. 
  • Organizing and maintaining electronic and paper files of all correspondence, memos, proposals, etc. generated and received by the Deputy Director and Chief Curator.
  • Preparing and composing responses as needed. 
  • Conducting project research as directed by the Deputy Director and Chief Curator.
  • Responding to internal and external inquiries and preparing and distributing written/electronic correspondence and information as needed.
  • Maintaining and updating files and contact information.
  • Maintaining budgets and expense logs. Preparing invoices for signature and payment.
  • Working on special initiatives and projects as requested.
  • Provide project management and administrative support to the Director of Curatorial Initiatives on Curatorial Affairs division matters as needed.
  • Assist the Deputy Director and Chief Curator in maintaining and effectuating policies in connection with management of the division, including with respect to labor and employee relations.
  • Performing other duties as assigned.


Your background and experience include:
 
  • Bachelor’s degree or equivalent experience.
  • Several years of experience providing administrative support at the executive level.
  • Ability to manage multiple complex projects at a time.
  • Strong computer skills; must be proficient in MS Office suite, specifically Word, PowerPoint, Excel, and Outlook.
  • Excellent written and verbal communication skills. Proficiency in languages other than English is highly desirable.
  • Must be able to work in a fast-paced work environment.
  • Experience in a professional environment demanding thoughtfulness 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.
  • Demonstrated interest and knowledge of the arts; experience working in the nonprofit sector and/or a museum preferred.


Position and Compensation Details
 
  • The salary for this position is $50,000.
  • This position is Full-Time, Exempt, and 35 hours per week.
  • This position reports to the Deputy Director and Chief.
  • Physical requirements:
    • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
  • Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.


Institutional Requirements
 
  • Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
  • Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
  • Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
  • Maintains confidentiality.
  • Adheres to all museum protocols, procedures, rules, and policies.


Application Timeline

Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
 
  • Free general admission to the museum for you and your immediate family
  • Discounted guest tickets for admission
  • Discounts on gift memberships
  • Special staff tours and presentations from our curatorial and conservation teams
  • Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:
 
  • Medical, dental, and vision benefits
  • Fully paid short-term disability insurance, long-term disability insurance, and life insurance
  • Health savings or flexible spending account program
  • Retirement savings program with museum match
  • Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

 
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