Administrative Assistant, Curatorial Affairs

the McNay Art Museum•San Antonio, TX

About The Position

The Administrative Assistant for Curatorial Affairs provides essential administrative, financial, and logistical support to the Curatorial Affairs department. Reporting directly to the Head of Curatorial Affairs, this role supports the smooth daily operations of the department, and assists in departmental logistics, budget tracking, meeting preparation, and other routine duties. The position also provides administrative support with organizational logistics for exhibitions, publications, and special curatorial projects such as the Annual Print Fair.

Requirements

Minimum of 3 years of administrative experience.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.
Excellent written, verbal, and interpersonal communication skills; and with ability to relate and work well with members of a diverse group of staff, volunteers, and members of the general public.
Exceptional organizational and research skills; strong planning and presentation skills; strict attention to detail, and strong multitasking abilities under tight deadlines.
Must have a flexible work schedule, occasional evening and weekend work required.

Nice To Haves

Familiarity with Adobe Creative Suite, Canva, NetSuite and Asana is a plus.

Responsibilities

Coordinate overall logistical arrangements and daily administrative workflows for the curatorial department.
Draft and edit general correspondence, departmental reports, and administrative documents.
Upload and maintain digital files systematically within the curatorial SharePoint platform to ensure data organization.
Maintain and order office supply inventory and create corresponding purchase orders (po’s) and expense reports (er’s) for the Head of Curatorial Affairs and the curatorial team.
Field and respond to general curatorial inquiries from the public and effectively redirect specific internal inquiries regarding the museum's collections and exhibitions to appropriate team members.
Assist the Head of Curatorial Affairs with organizational logistics for exhibitions and publications.
Working with the Curator of Collections/Collections Manager, compile, produce, and distribute formal informational packets for Board of Trustees Art Committee meetings.
Coordinate all curatorial meeting logistics including room scheduling, catering and setup, and technological coordination.
Schedule recurring departmental meetings, prepare formal agendas, and PowerPoint presentations.
Assist with travel arrangements including preparing and submitting expense reports for the Head of Curatorial Affairs, visiting artists, and museum guests.
Handle some departmental purchasing through purchase orders, and expense reports in compliance with museum financial procedures and policies and monitor corresponding budget.
Work with the Head of Curatorial Affairs to plan, organize, and execute the annual McNay Print Fair.
Serve as the primary point of contact for fair correspondence, maintaining professional communication with print dealers, vendors, and cross-functional museum staff.
Oversee on-site event logistics during the multi-day fair to ensure a seamless execution.
Performs other administrative duties as assigned to support the overarching goals of the curatorial division.