Gallery & Administrative Assistant at the National Academy of Design

Job Title: Gallery & Administrative Assistant

Job Status: Full-time

Location: New York, NY

Salary: $62,400 – $62,400

Description

ABOUT THE NATIONAL ACADEMY OF DESIGN
Founded in 1825, the National Academy of Design promotes art and architecture in America. As the leading honorary society for visual artists and architects in the United States, we advocate for the arts as a tool for education, celebrate the role of artists and architects in public life, and serve as a catalyst for cultural conversations that propel society forward. As it looks ahead to its 200th anniversary in 2025, the National Academy of Design is at an especially exciting moment of reinvention and possibility. In spring 2023, the National Academy moved into a new 7800-sf exhibition space in Chelsea that reaffirms the Academy’s commitment to the artists and architects who are at the core of its mission and enable it to present a vibrant schedule of exhibitions and programs that explore critical issues in contemporary art, architecture, and culture.

ABOUT THE POSITION
Reporting to the Deputy Director, the Administrative Assistant is responsible for assisting the Executive and Deputy Directors in ensuring efficient and successful administration and operations of the National Academy’s offices and gallery space. This will include the coordination of staff, committee, and board meetings, and scheduling meetings and events for the Director’s office. This role will also oversee all gallery front- of-house operations, including ensuring that part-time gallery staff is trained, motivated, and able to provide the highest standards of service to all internal and external stakeholders and guests.

RESPONSIBILITIES

  • Assisting the Executive Director and Deputy Director with coordinating meetings, scheduling, taking meeting minutes, and other office administrative activities.
  • Preparing Gallery Attendant schedule; ensuring that shifts are fully staffed during the gallery’s opening hours, each Gallery Attendant’s hours fall within the acceptable limits, and that time cards are completed and provided to the Deputy Director in time for payroll processing. 
  • Hiring and training new Gallery Attendants as needed.
  • Managing both front- and back-of-house supplies inventory, ensuring that all areas having cleaning and other operational supply needs met at all times.
  • Manage outside housekeeping services.
  • Maintain a thorough knowledge of the alarm system, ensuring that security procedures are always followed and updates to the system are clearly communicated to all staff. 
  • Contacting requisite facilities vendors, such as HVAC, plumbing, electricians, and alarm company, in the event of any issues with such equipment.
  • Maintain an operations handbook and continue adding relevant information as needed. 
  • Scheduling and being present for any contractual operations work being performed in both front- and back-of-house.
  • In conjunction with the Curatorial and Collections Departments, create a procedural handbook for each exhibition as a guide for gallery attendees and staff. 
  • With the Curatorial Department and any outside Registrars, Curators, or Exhibition Managers, assist with the scheduling and coordination of deliveries, pick-ups, installation, and de-installation of artwork as needed. 
  • Respond to all inquiries made through the Academy’s main phone line and general email inbox. 
  • Assisting with exhibitions, programs, openings, and other events as needed.

APPLICATION INSTRUCTIONS
Please submit a resume and one-page cover letter, combined in one PDF titled “Last Name_ADMINISTRATIVE ASSISTANT,” via email to careers@nationalacademy.org. Please include “ADMINISTRATIVE ASSISTANT” in the subject line. No phone calls, please.

SALARY
The salary for this position is $62,400. Our comprehensive benefits package includes medical, dental, and vision insurance with a 20% employee contribution, life insurance, and a retirement plan with an employer match. Employees can opt into an HSA and FSA, elect a variety of other insurance options and commuter benefits, and more. We also provide all employees with open access to online training through LinkedIn Learning, among additional professional development perks. 

LOCATION
Full-time employees of the National Academy are required to work in our offices at 519 West 26th Street at least three days per week and attend in-person staff meetings, board meetings, events, and programs as required. 

HIRING STATEMENT
The National Academy of Design is committed to a diverse and inclusive workplace. We strongly encourage women, veterans, people with disabilities, people of color, and gender-nonconforming candidates to apply. The National Academy of Design is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation. 

 

Requirements

  • A passion and enthusiasm for the National Academy’s mission and values. 
  • At least three years of experience in office administration, preferably with non-profits, arts institutions, or galleries.
  • Some experience with building operations, such as oversight of housekeeping services and coordination of HVAC technicians is strongly preferred. 
  • Thorough knowledge of Google Sheets, Docs, and Drive.
  • Experience acting as a key-holder.
  • Punctuality, reliability, and a sense of responsibility for the organization’s operations and administrative functions are vital. 
  • Keen attention to detail, and the ability to anticipate the needs of a fast-moving organization. 
  • Some evening and weekend work will be required.

Apply via AAM