Assistant to the Director
Clyfford Still Museum
Position: Assistant to the Director
Application Deadline: December 20, 2023
Start Date: January 31, 2024
Classification status: Full-time, non-exempt
Work schedule: 35 hours per week, hybrid with some onsite required
Benefits include: Health, Dental and Vision Insurance, Vacation and Sick Time, Paid Holidays, Transit, Short- and Long-Term Disability and Life Insurance, Retirement, and other additional benefits
The Clyfford Still Museum seeks an Assistant to the Director. The candidate provides executive support for curatorial and administrative matters and manages administrative needs for the Museum’s office. The ideal candidate will be highly organized and collaborative. The candidate will be joining the museum during a critical period of transformation.
This position reports to the Director and Chief of Staff while working cooperatively with all departments.
The position has two key areas of responsibility:
Executive and Curatorial Administrative Support:
- Effectively coordinates the Director’s calendar, deadlines, and schedules appointments, meetings, conference calls
- Provides administrative support to the Director such as, sorting, scanning, and photocopying documents; answering telephone calls; researching requests; organizing and maintaining office files and filing systems; and managing correspondences.
- Composes, edits, and proofreads professional business letters, memos, email, and other complex documents and non-routine correspondence when needed.
- Prepares Director’s company credit card receipts and reconciles monthly credit card statements.
- Assists with tracking budgets that the Director oversees.
- Works collaboratively with Director of Collections, Director of the Catalogue Raisonné, and the Curator of Collections, Catalogue Raisonné Research and Project Manager on project managing and tracking the progress of select curatorial projects and publications.
- Arranges complex and detailed travel plans including flights, hotel reservations, conference reservations, and event/meeting reservations for museum staff, guests, and initiatives
- Maintain relationships with preferred hotel and flight vendors
- Administer overall day-to-day office activities, including the ordering of office materials and equipment generally and upon staff request; keep supply areas well organized. Implements changes or enhancements to procedures to improve productivity and efficiency.
- Support Chief of Staff as needed with managing CSM calendars and CSM G-suite databases. Maintain up-to-date knowledge on such as:
- Add/remove items as necessary to CSM Calendars
- Create and maintain files as necessary to CSM Google Shared Drives
- Review both calendar/shared drive usage with new staff
- Coordinate with vendors as appropriate and maintains overall housekeeping, maintenance, and repairs of office facilities.
- Open and distribute mail and packages daily for the Administration Department.
- Respond to inquiries sent to the info email and phone lines.
- Assist management with occasional tasks (printing, copying, mailing, etc.) as requested.
- Perform other related duties as needed.
- Minimum of 2-3 years of administrative experience
- Administrative experience in museum setting preferred
- Excellent communication and interpersonal skills
- This position requires a working knowledge of English, punctuation, spelling, arithmetic, modern office practice and procedures, and skills.
- Motivated, organized and focused with an attention to detail
- Ability to remain calm, cheerful, and professional in stressful situations and focused amid constant interruptions in a fast-paced environment, while working with all levels of internal management and staff, as well as outside contacts.
- Ability to maintain the highest degree of professionalism, confidentiality, discretion, tact, and flexibility, and can prioritize and manage multiple tasks
Special Considerations (Work Environment, Schedule, Required Travel, etc.)
- Ability to maintain the highest degree of professionalism, confidentiality, discretion is a requirement
- 35 hours/week
- Hybrid work environment, with some onsite required
- Works in a clean, comfortable environment with some noise and distractions
- Work is mostly sedentary or light work; however, the ability to lift or move 5 – 45 pounds is occasionally required to carry packages and office supplies.
- Talking and Hearing: Expressing or exchanging ideas by means of the spoken word. Those activities which demand detailed or important instructions spoken to others or recorded by listening accurately and/or quickly.
- May require some bending, stooping, pushing, pulling and climbing
- Hand/eye coordination for operation of computer systems
- Vision to read reports and other written material
Please send a resume, cover letter and references to firstname.lastname@example.org. Include job title in the subject line.
Diversity and Inclusion – The Clyfford Still Museum is committed to building a diverse staff to serve the needs of our visitors. We encourage individuals of all backgrounds to apply.
Non-Discrimination Statement – The Clyfford Still Museum bases its employment decisions on job- related qualifications and ability to perform a job, and therefore prohibits (a) making employment decisions or basing terms and conditions of employment, and (b) making contracting, admissions or facility use decisions or basing terms and conditions of contract or facility use on the basis of a person’s: race, creed, color, religion, sex, age 40 and over, height, weight, national origin, ancestry or ethnicity, sexual orientation, transgender status or gender identity or expression, marital status, military or veteran status, political affiliation, genetic information, or disability, as well as any other basis now or in the future protected by federal, state or local law, ordinance or regulation. The Museum follows this policy in all terms and conditions of employment including, without limitation, recruitment, hiring, testing, training, certification, opportunities for advancement, promotions, demotions, terminations, performance evaluations, compensation, and leaves. The Museum expressly prohibits retaliation against anyone who brings a complaint of discrimination or who assists the Museum in the investigation of a complaint of discrimination.