Administrative Assistant, Exhibitions

Job Title

Administrative Assistant, Exhibitions

Job Description

Art Bridges is looking for an Administrative Assistant to assist the Exhibitions team. The successful candidate should be a productive, self-directed individual with an attention to detail and a professional communication style. This individual will support the Exhibitions department in its strategic initiatives.

About the Art Bridges
Art Bridges is an arts foundation, founded by Alice Walton, whose mission is to expand access to American art in all regions across the nation. Art Bridges organizes and administrates exhibitions of American art at public and academic art museums of all sizes. These exhibitions draw from Art Bridges’ growing collection and the collections of partner institutions, foundations, and private collectors.

The exhibitions supported by Art Bridges are engaging, content-rich, and include in-depth educational and interpretive materials. They range from single-object loans to fully developed thematic exhibitions and include support for programming, community outreach, audience engagement, and meaningful evaluation.

About the Position
The position requires a collaborative and diplomatic professional who is service-minded and can build and maintain professional, collegial relationships. This position requires an individual who is comfortable working with online resources and willing to learn and use foundation programs and software, including but not limited to a project management program, digital asset management program, Google Drive, Outlook, FileMaker database, Salesforce, Smart Simple, and Power Plan. This position is ideal for an individual who enjoys finding efficiencies and developing or adapting processes to support strategic goals.

What you will do
You will serve as a member of the Art Bridges Exhibitions team, providing administrative support to the Traveling Exhibitions Manager and Traveling Exhibitions Coordinators.

Responsibilities
• Audit and maintain the exhibitions calendar and available booking slots on the Art Bridges exhibition marketplace.
• Schedule meetings and manage Outlook calendar for the Traveling Exhibitions Manager. Assist Traveling Exhibitions Coordinators with meeting scheduling, as needed.
• Schedule meetings and set up Zoom links for meetings.
• Prepare agendas for meetings and solicit agenda items from meeting participants.
• Take meeting notes and archive them in the appropriate folder/platform.
• Update statuses in our project management software, Wrike, and upload documents.
• Coordinate with the technology leads to migrate data between platforms.
• Maintain the master museum contact list.
• Research and track potential partner outreach.
• Assist with Exhibitions intern onboarding.
• Assist with Exhibitions department invoicing.
• Assist the Exhibitions team in the reporting of department activities for the board and other stakeholders
• Assist with developing presentation materials and PowerPoint slides
• Maintain Exhibitions department digital and physical filing.
• Archive past exhibition data.

Who we are looking for
You are a strong and empathetic listener and can respond to the needs of museum professionals at every level, from small to large institutions.

Physical Demands
Occasionally, while performing this job's duties, the employee is required to travel independently regionally and in communities served. In the work environment described below, the position requires working at a desk and utilizing a computer and a telephone for prolonged periods of time, good eye/hand coordination, bending and stretching for filing, and physical stamina to lift a minimum of 25 pounds to a height of at least three feet for art materials storage and preparation and as appropriate for the demands of the division office. Visual acuity to review written materials is required for this job.

Work Environment
Work will be performed in an office environment, museum spaces, and in communities served. Occasional evening and weekend hours may be required. The noise level in the Museum work environment is usually low to moderate.

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

Required for your success
• Associates degree or equivalent
• 3 years working in a professional environment
• Demonstrated skill in organization and project management
• Excellent customer relations skills (in person, online, and via phone)
• Excellent technology skills and ability to learn new systems quickly
• Positive attitude and collaborative spirit
• Ability to maintain the highest levels of confidentiality and discretion
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint)
• Superior written and verbal communication skills; excellent analytical, critical thinking, and organizational skills with precise attention to detail
• Ability to anticipate and solve problems proactively; willingness to learn from mistakes
• Demonstrated capacity to work as part of a team, as well as independently

Personal attributes that support your success
• A great sense of humor and a passion for the power of the arts
• Enthusiasm about joining a new organization that’s evolving and poised to have a major impact on the art museum field
• Excellent interpersonal skills
• Ability to “self-start” and exhibit a high degree of initiative
• Ability to multi-task and think critically in a busy work environment
• Flexibility, adaptability, and curiosity
• Able to creatively and effectively problem solve