Administrative Assistant, Executive Office

Description

MASS MoCA is a vibrant non-collecting art museum with approximately 300,000 square feet of exhibition space. Half of that space is dedicated to rotating short-term (6 month-2 year) exhibitions, which consist of 4 to 6 large-scale exhibitions per year, along with some smaller projects. The balance of exhibition space is dedicated to long-term (5-25 year runs) exhibitions made possible through collaborations with artists, estates, and collections. MASS MoCA frequently works directly with artists on the creation of new work, through site visits and fabrication residencies.

We are seeking a highly organized and detail-oriented Administrative Assistant to provide support to the Senior Manager of Executive Administration in service to the Director of MASS MoCA and other Directors as assigned.  The ideal candidate will be an experienced office worker who is a self-motivated professional with excellent communication skills, the ability to multitask, and a proactive approach to problem-solving. Reporting to the Senior Manager of Executive Administration the Administrative Assistant must excel in all forms of communication, both internally and externally, and be experienced in managing confidential information. 

The Administrative Assistant will perform routine but critical duties that support the Executive office including but not limited to scheduling, travel arrangements, meeting preparation, correspondence, filing, research, and creating presentations. 

This is a full-time position that generally works Monday-Friday days. This position may require occasional extended hours, work on weekends and/or holidays for trustee meetings or advance scheduled events and festivals.

Requirements

Duties & Responsibilities

Administrative

• Perform administrative support  for the executive office including but not limited to maintaining files, correspondence, calls, calendaring and scheduling appointments, check processing, reconciling credit card account and other expenses. 
• Arrange travel and accommodations for national and international travel.
• Arrange meetings related to the Museum Directors’ office, senior staff, and a wide range of museum constituents as directed by the Sr. Manager of Executive Administration.
• Take notes at meetings and file and disseminate as needed.
• Answer and direct phone calls.
• Greet visitors and direct them to the appropriate personnel.
• Manage incoming and outgoing mail and packages.
• Receive, record and process checks in tandem with Advancement and distribute to Finance and Advancement. 
• Maintain and ensure that shared kitchen and breakroom areas remain clean and organized, including unloading the dishwasher, wiping down surfaces, putting away and restocking supplies as needed.
• Maintain office supplies inventory and place orders as needed.
• Ensure the office is clean, organized, and well-maintained.
• Coordinate maintenance and repair of office equipment.
• Perform other duties as assigned.
• Maintain confidentiality in all matters.

Preferred Qualifications

• Working knowledge of CRMs and/or Tessitura software.
• Degree preferred with minimum of 1-3 years of experience in an area related to office administrative support, development, or project management.

Qualifications Summary for Position:

• Education/Experience: Four-year college degree or equivalent work experience.
• Skills:
  • Excellent organizational and multitasking abilities.
  • Strong attention to detail, time management, and problem-solving skills.
  • Office Suite Software: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) or equivalent software like Google Workspace (Docs, Sheets, Slides, Gmail).
• Communication:
  • Written Communication: Ability to draft emails, letters, and reports with correct grammar and professional tone.
  • Verbal Communication: Strong verbal communication skills for answering phone calls and interacting with clients and colleagues.
• Personal Attributes:
  • Discreet and able to handle sensitive information.
  • Flexible, resourceful, and proactive.
  • Trustworthy and maintains confidentiality.
• Customer Service: Exceptional customer service skills.
• Teamwork:
  • Demonstrated team player with strong collaboration abilities.
  • Capable of working both independently and within a team.
• Technical Skills: 
  • Knowledge of telephone and email protocols.
• Typing and Data Entry: Fast and accurate typing skills for data entry and document preparation.
• Email Management: Skills in managing email correspondence, including