Assistant to the Senior Deputy Director for Exhibitions and Collections

MoMA•New York, NY

2d•$70,000 - $80,000

About The Position

The Museum of Modern Art is currently accepting applications for an Assistant to oversee and perform confidential executive level administrative support for and on behalf of the Office of the Senior Deputy Director of Exhibitions and Collections (SDDEC). Reporting directly to the Senior Deputy Director, Exhibitions and Collections of the Museum, the incumbent in this position facilitates clear and professional cross-divisional communication and serves as a liaison between senior leadership and the office of the SDDEC. Additional responsibilities: Oversees confidential administrative functions of the Office of the Senior Deputy Director of Exhibitions and Collections (SDDEC) and the Division of Exhibitions and Collections and its six departments: Exhibition Planning and Administration; Exhibition Design and Production; Registration and Collections Management; Performance and Live Arts Planning; Collection and Exhibition Information and Imaging and Visual Resources. Maintains the calendar and coordinates meetings for SDDEC; prepares and distributes agendas and minutes and follows up on action items. Makes travel arrangements, sets itineraries and manages departmental records. Coordinates needs of the SDDEC and Exhibitions and Collections in the areas of human resources, information technology, facilities, contracts, and budget/finance. Works with Finance to prepare the SDDEC’s departmental budget, including preparation of financial reports; oversees expenditures and maintains associated financial files. Prepares computer and equipment requests. Administrates the Museum’s multi-year exhibition schedule under the direction of the SDDEC and the departments of Exhibitions and Collections. Coordinates and troubleshoots the intersection of dates of other key Museum-wide programs, events and fundraising. Supports the success of the exhibition schedule by being a pivotal information point and team player with other curatorial, programming, event and fundraising departments. Administrates and coordinates key meetings of the Office of the Senior Deputy Director of Exhibitions and Collections: Bi-Weekly Direct Report Meeting; Exhibition Committee (3x year); Exhibition Kick-offs (10-15x year); Titling Committee (4x year); Exhibitions and Collections All Staff Meeting (3x year); and others as directed. Ensures projects of the Office of the SDDEC are established and executed for timely delivery according to deadlines. Monitors and tracks a divisional schedule of annual goal setting, projects, key meetings and activities for Exhibitions and Collections Maintains and supports effective working relationships between the office of the SDDEC and other senior leaders, Museum departments, other museums, and fellow colleagues. Acts as a liaison and attends to special requests from external collaborators, including fellow art institutions and museum colleagues, commercial galleries, artists, outside scholars, and Museum donors. Accompanies and/or acts as the SDDEC’s delegate at meetings and special events. Assists in the preparation, including research and writing, of reports, presentations, documents and correspondence. Corresponds with outside persons, other institutions, and Museum staff on behalf of the SDDEC. Responds to inquiries from staff and public in person, by phone, or by written correspondence. Sorts mail. Acts in a confidential capacity to support the SDDEC as it pertains to current and future labor-relations policies, practices, and strategies. Performs any other duties reasonably related to the functions described above.

Requirements

Bachelor’s degree and a minimum five or more years of related experience supporting a senior-level executive or equivalent.
Strong initiative, attention to detail and interpersonal skills.
Excellent skills in time and calendar management.
Comprehensive knowledge of office practices and procedures.
Skills in project management and coordinating administrative services.
Excellent computer skills (including Microsoft office; Excel; Google suite; PowerPoint).
Excellent verbal and written communication skills.
Ability to work independently, meet deadlines, and coordinate projects simultaneously with tact and diplomacy.
Ability to work with minimal direction, exercising a high level of discretion and initiative.
Comfortable in a dynamic and fast-paced environment.
Background in the history of modern art and experience in arts and culture.

Responsibilities

Oversees confidential administrative functions of the Office of the Senior Deputy Director of Exhibitions and Collections (SDDEC) and the Division of Exhibitions and Collections and its six departments
Maintains the calendar and coordinates meetings for SDDEC; prepares and distributes agendas and minutes and follows up on action items.
Makes travel arrangements, sets itineraries and manages departmental records.
Coordinates needs of the SDDEC and Exhibitions and Collections in the areas of human resources, information technology, facilities, contracts, and budget/finance.
Works with Finance to prepare the SDDEC’s departmental budget, including preparation of financial reports; oversees expenditures and maintains associated financial files.
Prepares computer and equipment requests.
Administrates the Museum’s multi-year exhibition schedule under the direction of the SDDEC and the departments of Exhibitions and Collections.
Coordinates and troubleshoots the intersection of dates of other key Museum-wide programs, events and fundraising.
Supports the success of the exhibition schedule by being a pivotal information point and team player with other curatorial, programming, event and fundraising departments.
Administrates and coordinates key meetings of the Office of the Senior Deputy Director of Exhibitions and Collections
Ensures projects of the Office of the SDDEC are established and executed for timely delivery according to deadlines.
Monitors and tracks a divisional schedule of annual goal setting, projects, key meetings and activities for Exhibitions and Collections
Maintains and supports effective working relationships between the office of the SDDEC and other senior leaders, Museum departments, other museums, and fellow colleagues.
Acts as a liaison and attends to special requests from external collaborators, including fellow art institutions and museum colleagues, commercial galleries, artists, outside scholars, and Museum donors.
Accompanies and/or acts as the SDDEC’s delegate at meetings and special events.
Assists in the preparation, including research and writing, of reports, presentations, documents and correspondence.
Corresponds with outside persons, other institutions, and Museum staff on behalf of the SDDEC.
Responds to inquiries from staff and public in person, by phone, or by written correspondence.
Sorts mail.
Acts in a confidential capacity to support the SDDEC as it pertains to current and future labor-relations policies, practices, and strategies.
Performs any other duties reasonably related to the functions described above.