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Administrative Assistant, Contemporary Art

Philadelphia Museum of Art

How You Will Contribute 
The Contemporary Art Department at the Philadelphia Museum of Art seeks a highly organized, dynamic, team-oriented Administrative Assistant with a special interest in Contemporary Art to assist the Senior Curator of Contemporary Art. This person will oversee the daily operations of the office and work closely with the contemporary team, providing support as needed for special exhibitions, special projects, and contemporary programming.

This person is also responsible for preparing the Department’s semiannual Advisory Committee Meetings. This involves correspondence with Committee members, spearheading the internal timetable for meeting preparations, organizing materials using online tools in advance of meetings, planning Committee trips and special events, and taking and compiling meeting minutes.  

Specifically, you will be…

  • Performing various administrative and clerical tasks for the Department including, but not limited to: answering phones, organizing departmental files, overseeing departmental finances (including the fiscal year budget and other internal Departmental budgets), processing reimbursements, and ordering supplies.
  • Managing the Senior Curator’s calendar and travel arrangements
  • Working with the Senior Curator to draft internal and external communications and outgoing correspondence
  • Preparing and organizing materials for the semi-annual Advisory Committee meetings, taking minutes during Committee meetings, actively maintaining and developing content for the Committee website, and communicating with Advisory Committee members.
  • Organizing travel plans for Advisory Committee trips to art fairs, exhibitions and private collections, and other activities. 

Your diverse background includes…

  • Bachelor’s degree required, specialization in Art History preferred. 
  • 2+ years of related work experience in an office environment with preference given to experience in an art context.
  • Technical proficiency with personal computers and standard office equipment; fluent with Microsoft Office suite (Outlook, Word, Excel and PowerPoint); fluent with Photoshop; and general comfort level with online tools.
  • Excellent written and verbal skills with a high degree of detail orientation
  • Ability to work on the occasional evening or weekend for meetings and public programs organized by Contemporary Art.