Administrative Assistant Jobs

About The Position

Requirements

• Bachelor’s degree and at least 18 months prior administrative experience relevant to the position, or equivalent
• Strong written and verbal communication skills
• Bilingual Spanish/English is necessary
• Keen attention to detail and superior organizational skills
• Proficiency in Microsoft Word, Excel, PowerPoint, Publisher, Outlook, Adobe Photoshop, internet research, and other standard office procedures and equipment
• Ability to work independently as well as part of a team, meet deadlines, and coordinate multiple projects simultaneously
• Must exercise good judgment and discretion

Nice To Haves

• Knowledge of and interest in modern and contemporary art and the museum profession preferred

Responsibilities

• Maintains calendars and schedules
• Prepares for meetings
• Answers phone calls
• Maintains departmental filing systems
• Opens and sorts mail
• Processes invoices, creates vendor records and tracks expenses in Financial Force
• Processes and reconciles credit card charges in Navan
• Composes correspondence for review and distribution (thank you notes, replies to artist’s submissions, etc.)
• Liaises with external parties such as scholars, artists, lenders, Museum trustees, etc. on behalf of the Director of the Cisneros Institute and curator of Latin American Art
• Makes business travel arrangements and prepares detailed itineraries
• Prepares and submits travel expense reports
• Gathers data from various sources for use by supervisor or relevant staff (including collection database, library catalogue, internet research etc.)
• Provides support for the meetings of the Latin American and Caribbean Fund
• Performs any other duties reasonably related to the functions described above