Ambasz Institute Program Assistant

The Museum of Modern Art•New York, NY

About The Position

The Museum of Modern Art is currently accepting applications for an Ambasz Institute Program Assistant. Reporting directly to the Ambasz Institute Project Manager, the Program Assistant works closely with the Director of the Emilio Ambasz Institute and the Institute’s Project Manager to support the Institute’s initiatives at the Museum, including in-house and public symposia, workshops, conferences, lectures, annual prize program and lecture series, and publications. Coordinates with various internal Museum departments, such as Exhibition Planning and Administration, Accounting, and Information Technology.

Requirements

Bachelor’s degree and two to three years administrative experience relevant to the position or equivalent.
Superior judgment, professional initiative, and strong verbal communication capabilities.
Strong computer skills, including proficiency with the Google platform (Gmail, Google Calendar, Google docs and sheets, and Google Meet), Zoom for scheduling virtual meetings, and Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to take direction and work as part of a team.
Excellent administrative and organizational abilities.
Pleasant phone manner.
Ability to effectively interact with and manage relationships with external parties who support the department.

Nice To Haves

Interest and/or background in architecture preferred.

Responsibilities

Facilitates arrangements for the Ambasz Institute’s initiatives (group meetings, conferences, events, visits by international and local speakers, and travel for Institute leaders, program and event participants, and fellows).
Processes Institute payments, including paying and tracking invoices and honorariums, creating vendor accounts, collecting vendor paperwork, submitting payments, arranging for per diem payments and reimbursements.
Assists with planning of meetings and events, including making arrangements for catering and presentations with speaker bios, presentation titles, images, and presentation files. Makes all travel arrangements and processes payments associated with travel by guests and Museum staff travelling for the purpose of Institute research and programs. Assists the Director and Project Manager with research profiles for event speakers, tracking speaker invitation letters, correspondence, and agreements related to Ambasz Institute guests and travel. Assist with day-of logistics of events.
Documents all group meetings (keeps and circulates meeting notes, maintains paper and digital files, and produces and archives video/audio recordings of meetings and trips). Assists with the digital production and distribution of the Institute’s regular newsletter.
Coordinates updates for the Institute’s online presence on moma.org website. Creates online listings of future events, posts video recordings of previous events, creates online RSVP pages for ticketed lectures/ceremonies, etc. Coordinates related social media posts. Monitors use of the site.
Coordinates production of Institute print publications, including oversight of the publication schedule, researching prospective writers, processing image permission payments, collecting payment forms, creating vendor profiles and payable invoices, tracking honoraria payments for external speakers, and handling shipment of complimentary copies to authors and image providers.
Assists Institute Director and Project Manager with administrative support of a program of research fellows, including compiling applications, and processing fellowship payments.
Works with Director and Project Manager as required, to support other departmental programs and publication series, visits from external parties and other museums, and other administrative support.
Acts as general assistant for the Institute (opens/sorts mail, serves as department receptionist, drafts interoffice and extra-institutional communications, responds to general inquiries via Museum website or telephone, processes invoices, maintains office supplies, places orders, schedules meetings, etc.).
Liaises with internal colleagues across the Museum to fulfill administrative support functions, such as Accounting, Finance, Exhibitions, Communications and Public Affairs, and Publications departments.
Performs any other duties reasonably related to the functions described above.