Communications Assistant

Whitney Museum of American Art•New York, NY

2d•Onsite

About The Position

The Communications Assistant will work closely with the Communications and Digital Content teams and offer integral cross department administrative support. Reporting to the Director of Communications, this role will assist with tasks relating to special exhibitions, institutional initiatives, and daily operations. The role formally reports to the Director of Communications, who oversees day-to-day management and performance, while supporting the Chief of Communications on executive priorities. Key duties include managing department phone and email channels, scheduling and tracking department meetings and project management software, assisting with film and photography shoots, helping to process and track department budgets, providing support at onsite events, and additional duties as assigned.

Requirements

B.A. (arts, marketing or communications degree preferred)
At least two years of experience working as an administrative assistant or in an arts/ non-profit organization
Excellent oral and written communication skills
Knowledge of or interest in contemporary American art
Ability to work independently, stay organized and handle challenging situations.
MS Office essential and Raiser’s Edge familiarity a plus
Project coordinating experience a plus including familiarity with Asana.

Nice To Haves

Raiser’s Edge familiarity a plus
Project coordinating experience a plus including familiarity with Asana.

Responsibilities

Assist Chief of Comms and Content and Director of Communications with day-to-day administrative tasks that aid in the overall efficiency and productivity of the division.
Schedule leadership and team meetings; maintaining communications team calendar and project management software for upcoming events, editorial deadlines, production schedules, press releases, and other milestones
Creating presentations and agendas for meetings; notetaking at meetings and distribution of follow-up/to-do items
Coordinating film and photography shoots at the museum, including liaising with internal departments as necessary
Ordering supplies and other materials for department
Providing onsite support during press events, including press previews and exhibition openings, special events
Service media requests for images and other assets through the Museum’s general press inbox.
Assisting with the maintenance and updating of the Whitney Press Site
Responding to press requests via telephone and email
Updating press email lists and database in Raiser’s Edge
Processing invoices and other expenses; working with Director of Communications to draft and submit project and exhibition budgets.
Maintaining and organizing department files on the museum server