Do you have experience providing executive-level administrative support? Are you passionate about the arts?

We are in search of an Executive Assistant for a Museum located in Chicago, IL. This is a Part-Time (32 hrs./wk.), In Person, Temporary Assignment (through mid -June)

ORGANIZATION: Museum

LOCATION: Chicago, IL

POSITION TITLE: Executive Assistant

SCHEDULE: Part Time (32 hrs./wk.); In Person (with Hybrid probability after the first few weeks)

DURATION: Temporary (through mid June)

HOURLY RATE: $30-32/hr. DOE

Is This Your Dream Position? As the Executive Assistant, you'll provide executive administrative support and project coordination to the Deputy Director and Chief of Curatorial Affairs (DDCCA) for matters related to the management of the Artistic Division (Curatorial, Curatorial Affairs, Learning, and Performance and Public Programs) including coordinating division logistical needs; maintaining relevant databases and master lists; acting as the liaison between the DDCCA and other museum departments; assisting with coordination and preparation of the DDCCA’s programs; supporting the DDCCA’s office operations by assisting with budgets, contracts, and sensitive personnel matters; and serving as key contact person for the DDCCA to arrange and maintain relationships with internal and external stakeholders, as appropriate.

Our Ideal Candidate:

• Minimum of five years of advanced administrative/project executing experience working closely with senior-level management
• Experience managing multiple projects and priorities simultaneously in a fast-paced environment
• Experience in positions requiring independence, the highest level of discretion, and a high level of responsibility regarding executive matters and project management
• Highly organized and requiring minimum supervision, able to anticipate needs and proactively act on them, and use professional judgment in complex situations
• Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various deadlines with changing priorities, frequent interruptions, and conflicting deadlines
• Excellent verbal and written communication skills required, including the ability to work well with all levels of internal management and staff, trustees, and donors
• Excellent computer skills, including strong proficiency in Microsoft Office
• Ability to perform occasional light lifting
• General mobility throughout the museum

How You Will Spend Your Day: 

Provide administrative and clerical assistance to the DDCCA, including:

• Managing and maintaining the DDCCA’s schedule
• Ensuring direct reports to the DDCCA are meeting deliverables and deadlines. Working with Divisional leaders to promote timely execution
• Tracking overall Artistic Division budgets and advising the DDCCA on progress
• Assisting with drafting and/or editing correspondence, handling all incoming mail, email, and phone calls, and responding when appropriate
• Compiling PowerPoint presentations
• Conducting ad hoc research projects as needed
• Processing expense reports and reimbursements

Assist the DDCCA with their exhibitions, including:

• Creating and updating exhibition checklists, tour packets, and tour tear sheets
• Maintaining contact with Assistants, Registrars, and Exhibition Managers from outside institutions that are receiving the Chief Curator’s exhibitions
• Assisting with exhibition timelines and aiding in approval processes to ensure all cross-departmental exhibition meetings and deliverables are met in a timely manner
• Maintaining short descriptions and one-pagers
• Serving as liaison to artist studios and galleries

Organize, book, and track travel requirements, including:

• Planning and booking travel for the DDCCA, visiting artists, and other visitors
• Assisting with other travel-related needs as appropriate

Coordinate and act as point person on meeting and communication needs for the Artistic Division, and act as administrative support to the Curatorial team, including:

• Scheduling interdepartmental programming and planning meetings as well as Artistic Division Heads meetings and Artistic Division all-staff meetings or retreats; scheduling, preparing agendas, and/or presentations; and assisting with meeting logistics for above divisional and/or cross-departmental meetings
• Coordinating the Curatorial databases for each exhibition and maintaining a master list of curatorial contacts
• Communicates regularly with museum trustees, coordinating official board committee meetings and general development
• Preparing and filing letters of response to unsolicited exhibition proposals and/or other routine large mailings
• Maintaining the tour proposal tracking list for the entire exhibition calendar and assisting with reviewing and updating the master exhibition calendar
• Orienting new Artistic Division staff to divisional systems, policies and procedures, and other protocols; participating in onboarding of other new staff to ensure accurate understanding of Artistic Division department activities, positions, and systems
• Ordering and maintaining Artistic Division supplies and office equipment

Other administrative and/or clerical duties as assigned by DDCCA

We’d love to hear from you. 

If this sounds like the job for you, we would love to help make that happen. Please apply by clicking on the "Apply" button below.

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Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.  

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.