Executive Assistant to the Museum Director

The Museum of Modern Art•New York, NY

12h•Onsite

About The Position

The Museum of Modern Art is currently accepting applications for a highly organized, detail-oriented, and proactive Executive Assistant to provide high level administrative support for, and on behalf of, the David Rockefeller Director and the Chief of Staff of The Museum of Modern Art. This role works directly with the Chief of Staff to support all day-to-day operations of the Office of the Director. The ideal candidate has outstanding communication and interpersonal skills and is able to work independently and collaboratively across internal teams and external stakeholders, including the Museum’s Board of Trustees, artists and art world professionals, in a high-volume environment. The successful candidate will work in partnership with the Chief of Staff to ensure that the Director’s Office operates efficiently and at a high level, and will be a resource to other Museum colleagues.

Requirements

Bachelor's degree and a minimum of seven or more years of related experience supporting a director or senior-level executive, ideally in a large museum or other non-profit environment.
Exceptional organizational and multitasking skills, confident conversationalist. Professional and approachable presence.
Comprehensive knowledge of office practices and procedures.
Computer proficiency (including Microsoft Office Suite (Word and Excel); Google Suite; PowerPoint).
High standard of accountability and confidentiality.
Able to quickly establish professional relationships built on respect and confidence.
Proven ability to work efficiently and juggle multiple priorities simultaneously with sound judgement in a fast-paced office environment.
Exceptional verbal and written communication skills, with a proven ability to draft, edit and proofread executive-level correspondence (emails, presentations, letters) with clarity and keen attention to detail.
On-site presence is required Monday through Friday.

Nice To Haves

Knowledge of or interest in modern and contemporary art is desirable.
Proficiency (written and verbal) in Spanish or Mandarin would be an asset.

Responsibilities

Manages and maintains the Director’s calendar, including scheduling appointments and meetings, anticipating needs and handling any conflicts proactively; when applicable prepares and distributes agendas and minutes and follows up on action items.
Coordinates domestic and international travel arrangements for the Director, including flights, accommodations and ground transportation. Creates detailed itineraries and tracks and submits expenses from trips in a timely manner.
Develops, reviews and edits a wide range of correspondence, including emails, speaking remarks, presentations and written letters with keen attention to detail and clarity.
Provides comprehensive support, in collaboration with other departments, for the planning and execution of internal and external meetings, team retreats, special convenings, events and fundraisers.
Maintains and supports effective working relationships between the Office of the Director and other senior leaders at the Museum, Chief Curators, and all Museum colleagues.
Builds and maintains relationships with counterparts at other museums and cultural institutions.
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; coordinate visits to MoMA and other museums for Trustees and VIPs.
Fields inquiries to appropriate departments, responds to employee and outside inquiries, and ensures timely responses to urgent issues.
Completes timely and thorough expense reports for Director and Chief of Staff, including the reconciliation and uploading of receipts for all corporate credit card expenses.
Performs any other duties reasonably related to the functions described above.