GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
As the Administrator for Capital Projects, you will provide administrative support to the Vice President. Utilizing high emotional intelligence and communication skills, you will act as a liaison for both internal and external stakeholders including Trustees, donors, NYC government leadership including commissioners, elected officials, and community organizations. You will build constructive relationships with all levels of museum staff, senior leaders, and department heads. You will build trust with artists, special interest groups, and external professionals in representing the Capital Projects team.
PRIMARY RESPONSIBILITIES & DUTIES:
Strategic management, oversight and support of the Vice President's calendar, including assisting in the preparation and distribution of materials for internal and external parties
Provide support for Buildings Committee, meetings, presentations, events and programs by assisting with agendas, presentation decks, talking points, and other documents as needed; manage all logistical details
Assist with departmental scheduling, prepare meeting reports minutes, and assist with special departmental projects.
Coordinate all travel arrangements, prepare detailed travel itineraries, and oversee expense reports related to travel as well as other general expenses for reimbursement
Serve as point of contact for staff and other individuals who wish to reach the Vice President; respond to or reroute on behalf of the Vice President, when appropriate
Draft correspondence, handle mail, and screen phone calls, Maintain an organized filing system
Prepare and organize monthly updates and reports for the President's and Counsel's Office
Assist the office manager with general office functions -phone support, escorting guests, office maintenance and supplies, etc.
Other related duties as assigned
REQUIREMENTS & QUALIFICATIONS:
B.A. or equivalent experience required.
Minimum 5 to 7 years of administrative office, business, or related experience
Excellent written and verbal communication skills and ability to work well in a complex production oriented, deadline driven department
Excellent organizational skills, detail oriented, and ability to manage multiple tasks simultaneously
Ability to proactively build strong relationships and trust with colleagues at all levels of management
Must be able to interact and communicate effectively with all levels of staff as well as members of the Board of Trustees, VIPs, City Agencies, and other committees, visitors/associates
Demonstrated successful project management/coordination experience
Knowledge of software programs for managing projects, schedules, and budgets; strong quantitative skills
Demonstrated problem-solving and analytical skills.
Proven experience with a variety of administrative tasks including filing, answering phones, and managing an executive calendar
Ability to operate with discretion when working with confidential information and materials
Ability to screen and prioritize specific inquiries for the Vice President
Thorough proficiency in Microsoft Word, Outlook, PowerPoint and Excel with willingness to learn new computer programs required
Knowledge of New York City Agencies as well as Museum organizations preferred
Positive professional demeanor, diligent work ethic
COMPENSATION RANGE:
Pay Range: $90,000.00 - $95,000.00 / Annually
The advertised pay scale reflects the good faith minimum and maximum salary range for this role. The advertised pay scale is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate may be dependent on a variety of factors including, but not limited to, the candidate's experience, education, special licensing or qualifications, and other factors.