Description:
The Curatorial Division is comprised of the Curatorial Affairs Office and five departments: Architecture & Design, Contemporary Art, Media Arts, Painting & Sculpture, and Photography. Reporting to the Division Administrator, Curatorial, the Administrative Assistant plays a critical role in all daily functions of the Curatorial Division by facilitating and executing scheduling, correspondence, and communication across the Curatorial Division and other museum departments, as well as with external stakeholders such as artists, lenders, donors, and galleries. The Administrative Assistant will collaborate with other staff members across the museum to support business functions associated with collection documentation, exhibitions, events, and special projects. A successful Administrative Assistant will quickly learn the functions of the department and proactively facilitate and execute smooth communication, scheduling, and administrative operations.
Responsibilities & Duties
- Manage Curator schedules and department calendars, including actively maintaining and updating departmental mailing lists and sending regular email updates on departmental activities.
- Assist with preparation and monitoring of the departments’ annual budgets, including the prompt processing of invoices, reimbursements, wire transfers, expense reports, and office supply orders.
- Research and manage travel budgets and arrangements, including hotel reservations and transportation for Curators, visiting artists, and speakers.
- Assist with preparation for and maintain accurate records of meetings, including creating agendas and PowerPoint slides and taking minutes or notes as requested.
- Oversee and maintain departmental filing and record systems, including artist, exhibition, object, accession, special project, donor, and support group files.
- Draft and produce correspondence with completeness, accuracy, proper grammar, spelling, and usage, as well as in compliance with SFMOMA and departmental policies and procedures.
- Facilitate interdepartmental museum communications and external communication with artists, collectors, lenders, dealers, scholars, and staff from other museums.
- Manage planning and logistics for programs and special events including the arrangement of facilities, equipment, tech, catering, guest lists, invitations, and RSVPs, as well as greeting guests.
- Maintain an orderly and efficient office, including managing department contact list and sorting and prioritizing mail.
- Compile and deliver data on department exhibitions and acquisitions for museum-wide annual DEI Dashboard.
- Greet visitors and occasionally serve as a tour escort.
Qualifications & Skills
- Undergraduate degree (BA, BS, or BFA), preferred.
- One (1) to two (2) years administrative or related experience.
- Ability to communicate effectively in person, on screen, and in writing.
- Extraordinary organizational and time management skills with the ability to manage competing priorities, meet critical deadlines, and follow-up on assignments.
- Self-directed, with a proactive approach to working effectively on several projects concurrently.
- Possess ability to visually inspect work.
- Commitment to maintaining confidentiality and ability to handle situations of a highly sensitive nature.
- Proficiency with standard office equipment and current technologies and software, including Microsoft Office Suite.
- Interest or background in art is a plus.