Administrative Assistant - Art Bridges

Job Description

Art Bridges is looking for an Administrative Assistant to join the Awards & Cohorts, Evaluation, and Learning & Engagement Division. This role requires attention to detail, organizational skills, diplomacy, and discretion. The successful candidate should be a productive, self-directed individual with an attention to detail and professional communication style. This individual will support the division in its strategic initiatives.

About the Position      

You’ll join a top-notch team and will support the three departments that make up the Awards & Cohorts, Evaluation and Learning & Engagement division in the administrative work of advising partners and awarding for Art Bridges projects. This position will also provide support for museum partners in accessing Art Bridges services. This position is ideal for an individual who enjoys finding efficiencies and developing or adapting processes in support of strategic goals.

What you will do

Responsibilities

• Manage the Division Director’s calendar and make travel arrangements
• Schedule appointments and meetings and take notes across the Division
• Organize material and agendas for meetings, update database/physical system records and archival activities, and assist in preparing routine and custom reports
• Assist with general correspondence, requests for information, creation and updating of files and records, follow-up reports, etc.
• File invoices, support paid invoice tracking, assist with expense reports
• Update internal and external calendars with application due dates, board meetings, project check-ins, program dates and  project closures
• Assist division staff in the preparation and tracking of internal grant-related documents such as applications, grant write-ups, award letters, and grant payment documentation.
• Assist in migration and maintenance of static documents into grant management and digital asset management software
• Populate grant-reporting forms, templates, and update information in various foundation databases such as Wrike, Salesforce, Smart Simple and OneNote
• Manage internal and external communication about partner projects
• Assist with intern onboarding
• Participate in internal and external professional development opportunities, including Inclusivity, Diversity, Equity, and Access learning and roundtables
• Support all program areas as needed or requested
• Other projects as assigned

Who we are looking for

You are a strong and empathetic listener and are able to respond to the varied needs of a large team.

The ideal candidate is collaborative, hands-on, detail-oriented administrator with a passion for American art and the ability to communicate effectively and efficiently with multiple constituencies.

Qualifications required for your success

• Associates degree; with coursework in business, non-profit management, art history, museum studies or related field
• Knowledge of philanthropic, non-profit, and/or business standards and topics
• Minimum of two to three years’ work experience, preferably in an administrative role in an office environment
• Working knowledge of MS Office software to include: Outlook, Word, Excel, PowerPoint
• Ability to quickly learn specialized software and databases
• Strong organizational and analytical skills
• Excellent written and verbal communication skills
• Responsive and personable with internal and external partners 
• Excellent customer relations skills with internal and external colleagues (in person, online, and via phone)
• Ability to think critically and exercise discretion and independent judgment
• Demonstrated capacity to work as part of a team, as well as independently
• Ability to anticipate and solve problems proactively; willingness to learn from mistakes 
• Ability to understand and maintain the highest levels of confidentiality

Personal attributes that support your success

• A great sense of humor, and a passion for the power of the arts
• Enthusiasm about joining an organization that’s new, evolving, and poised to have major impact on the art museum field
• Attention to detail, critical-thinker, and problem-solver
• Excellent interpersonal skills 
• Adaptable and flexible
• Ability to “self-start” and exhibit a high degree of initiative
• Forward thinking / Early adopter of technology
• Comfortable working in a fast-paced, entrepreneurial environment

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands

The position requires utilizing a computer for prolonged periods of time and good eye/hand coordination. Position also requires verbal and written conversation with others, as well as standing, walking, bending, climbing, reaching, strenuous lifting/moving objects up to 25 pounds. Vision abilities required by the job include close vision.

Work environment

Work will mainly be performed in an office environment and museum spaces. Position requires occasional evening and weekend work.

Vaccination Policy

In accordance with our duty to provide and maintain a workplace that is free of known hazards, and to do our part in safeguarding the health of our co-workers and their families as well as the community at large from this infectious disease that will be reduced by vaccination, we are requiring all Art Bridges staff to be fully vaccinated against COVID-19 by Thursday, September 30, 2021 as a condition of employment. 

According to the CDC, “fully vaccinated” means it has been two weeks since a person received the second dose of Pfizer or Moderna or the single dose of Johnson & Johnson. 

In accordance with all federal, state and local rules and regulations, Art Bridges recognizes that there may be certain circumstances exempting an employee from receiving the COVID-19 vaccine. Employees in need of an exemption from this policy due to a disability, advice of a medical provider, or religious beliefs inconsistent with vaccination, must contact the HR group at ASC to initiate the interactive review process within the deadlines expressed in this policy.

We strongly hope this policy decision will help to change the current landscape of infection rates in our community by creating a sense of urgency and proactivity.  Our desire is to continue to fulfill our vision of transforming lives through Art Bridges mission. To do this, our first priority is to create a safe workplace. 

About Art Bridges

Art Bridges is the vision of philanthropist and arts patron Alice Walton. The mission of Art Bridges is to expand access to American art in all regions across the United States. Since 2017, Art Bridges has been creating and supporting programs that bring outstanding works of American art out of storage and into communities. Art Bridges partners with a growing network of nearly 170 museums of all sizes and locations to provide financial and strategic support for exhibition development, loans from the Art Bridges collection, and programs designed to educate, inspire, and deepen engagement with local audiences. The Art Bridges Collection represents an expanding vision of American art from the 19th century to present day and encompasses multiple media and voices.

Art Bridges is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Basic Qualifications

• Associates degree; with coursework in business, non-profit management, art history, museum studies or related field
• Knowledge of philanthropic, non-profit, and/or business standards and topics
• Minimum of two to three years’ work experience, preferably in an administrative role in an office environment
• Working knowledge of MS Office software to include: Outlook, Word, Excel, PowerPoint
• Ability to quickly learn specialized software and databases
• Strong organizational and analytical skills
• Excellent written and verbal communication skills
• Responsive and personable with internal and external partners 
• Excellent customer relations skills with internal and external colleagues (in person, online, and via phone)
• Ability to think critically and exercise discretion and independent judgment
• Demonstrated capacity to work as part of a team, as well as independently
• Ability to anticipate and solve problems proactively; willingness to learn from mistakes 
• Ability to understand and maintain the highest levels of confidentiality