The Assistant, Director’s Office reports to the Senior Manager, Director’s Affairs and works closely with The Maurice Marciano Director of MOCA to provide a wide scope of day-to-day administrative assistance for the Director’s Office. This position will assist with scheduling and meeting organization, handling off-site needs, maintaining the office, and performing a range of general administrative duties. This role collaborates with colleagues across departments, serves as a face of the Director’s Office internally and externally, and provides assistance for various projects as they arise.

The ideal candidate will demonstrate a great degree of professionalism and discretion; possess a flexible, positive, and passionate work ethic; have exceptional organizational skills; and be extremely detail-oriented. Interest in art history, arts administration, and/or Advancement is preferred.

Essential Functions

• Directly assist the Senior Manager, Director’s Affairs on any and all projects, and work closely with The Maurice Marciano Director as needed
• Assist complex scheduling: correspond with participants, make reservations, coordinate logistics, welcome guests, answer invitations, track deadlines, produce itineraries
• Perform general administrative duties such as data entry, answering phones, organizing files, sending gifts, research, and sorting mail
• Prepare expense reports, and handle various administrative paperwork
• Maintain the Director’s Office by ordering supplies, keeping the space presentable, and implementing organizational systems
• Assist with travel, Advancement projects, research, and other duties as assigned
• Represent the Director’s Office with utmost professionalism at all times
• Occasionally helps with museum events, including working on evenings and weekends on a case-by-case basis

Requirements

• Excellent administrative, organizational, and written communication skills
• Strong interpersonal skills
• High attention to detail
• Exceptional judgment, professionalism, and discretion in handling confidential situations and matters
• Ability to work both independently and with others, and in a fast-paced work environment
• Extremely comfortable with technology, including high-degree of proficiency in Google Suite, Word, Excel, and PowerPoint
• Interest in learning new skills and remaining flexible

Pay Range: $18.97 – $21.54 per hour

POSITION COVERED BY MOCA/AFSCME COLLECTIVE BARGAINING AGREEMENT: NO

While performing the essential functions of this job, the incumbent must be able to do the following: sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate a computer and other office equipment is required. Heavy usage of computers and phones required.

The Museum of Contemporary Art is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, creed, color, national origin, ancestry, disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, age, sexual orientation, military status, veteran status or any other status protected under applicable federal, state or local laws. Our policy reflects and affirms the Museum of Contemporary Arts commitment to the principles of fair employment and the elimination of all discriminatory practices.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.