Director’s Office Coordinator, Special Projects at the Studio Museum in Harlem

Job Title: Director’s Office Coordinator, Special Projects

Job Status: Full-time

Location: New York, NY

Salary: $32-$38

About Our Organization
Founded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society.

Job Summary
The Studio Museum in Harlem seeks a Director’s Office Coordinator, Special Projects, to join a fast-paced executive support team at an exciting time for the museum. The DOC (Director’s Office Coordinator) maintains a portfolio of special projects to advance the Director’s Office priorities under the direction of the Chief of Staff and the General Counsel & Chief Operating Officer. This role requires a blend of administrative executive support skills and innovative project management abilities, making it ideal for someone who thrives in a dynamic, creative environment. In addition, the DOC is responsible for creating effective presentations with a strong visual identity that reflects the Director’s editorial sensibilities. As a member of the DO team, this role is onsite and will often require flexible working hours, including early mornings and evenings. The DOC collaborates closely with the Director’s Executive Assistant, supports the General Counsel & Chief Operating Officer, and reports to the Chief of Staff.

Essential Duties And Responsibilities
Support for the Director

  • Draft excellent written correspondence for the Director and the Chief of Staff.
  • Create Director’s reports, remarks, and presentations that serve a range of needs, including staff meetings, donor committees and councils, special events, Board meetings, Director appearances, and Board and related committee meetings in coordination.
  • Manage logistics and catering for Board activities, such as Board meetings, cocktails, and retreats, and related coordination under the direction of the COS.
  • Provide planning and administrative support for the COS on cross-organization initiatives that implement DO priorities.
  • Conduct original research on special projects for the Director and Chief Curator.
  • Draft written correspondence and transcribe meeting minutes as needed.
  • Other projects as assigned.

Special Projects

  • Produce flawless presentations for Trustee meetings, various Director’s Office manuals, guides, and orientation administration as assigned.
  • Conduct meticulous meeting minutes at select meetings as directed by the Director’s Office.
  • Support the COS in shaping how we plan, share, and implement institutional priorities and strategic opportunities on behalf of the Director interdepartmentally.
  • Serve as events lead and producer for DO events and hosted stakeholder groups.
  • Support the COS in shaping how we plan, share, and implement institutional priorities and strategic opportunities on behalf of the Director, connecting critical pieces of information to help teams do their best work.
  • Support the Chief of Staff with administrating government affairs initiatives and applications.
  • Draft all written correspondence with external stakeholders for the Director’s Office.
  • Coordinate travel as needed and outside activities.
  • Manage the coordination of meetings with the Board of Trustees.
  • Maintain accurate paper and electronic files.
  • Work closely with and assist in the supervision of departmental interns.
  • Assist in the management of the departmental budget and calendar.
  • Work collaboratively across multiple departments.
  • Other duties as assigned.

Director’s Office Administrative Tasks

  • Supervise DO team internship program and oversee intern activities.
  • Director’s Office department for calendar management.
  • Coordinate with the chief of staff to identify opportunities and make recommendations to systematize and implement processes to improve cross-organization communication and collaboration.
  • Create invoices for external vendors.
  • Created and managed expense reports for the Director, ensuring timely and accurate submissions.
  • Maintain office supplies inventory and stocking of the DO.
  • Managed DO team IT needs, and ensured equipment was maintained and working correctly.
  • Ensure the Director’s office floor is orderly, organized, and ready always to welcome guests.
  • Manage and maintain the digital file system for the Director and DO team.
  • Coordinate schedules for committee meetings, ensuring alignment with relevant stakeholders.

Skills And Qualifications

  • Technical experience: highly skilled in Microsoft 365 Office suite; strong working knowledge of Zoom/remote coworking software, Raiser’s Edge, Tessitura, or similar CRM platform; Certify or Airbase or similar expense/invoice tracking software; familiarity with The Museum System (TMS) and NetX digital asset management systems is welcomed.

Education And Experience

  • 3-4+ years of administrative/executive support/project management experience in a fast-paced, high-volume environment; experience working in a large, complex organization preferred; experience in NYC, non-profit arts organizations welcome.
  • College/University B.A. Degree: a concentration in English, Art history, Communications or the Visual Arts are preferred.

Physical Demands
This position does not have any physical demands.

Work Environment

  • This position is considered a non-exempt position for purposes of federal wage and hour law, which means that you will be eligible for overtime pay for hours in excess of 40 in a given workweek.
  • Fast-paced environment with varying levels of guests and employees present.
  • Building Accessibility – office locations are wheelchair accessible, with elevators in the building. Other accessibility accommodations can be further discussed. Office desks include acrylic partitions.

Compensation
$32 – $38/hr

Salary is commensurate with experience within the guidelines of a small not-for-profit. A competitive benefits package is provided, including medical, dental, life and long-term disability insurance, a retirement account, and substantial vacation time.

Application Instructions
Please upload your resume, cover letter, and a writing sample to your application. No phone calls or faxes, please.

Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills, and work experience best fit the requirements of the position.

Apply via LinkedIn

The Studio Museum in Harlem 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. We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences, and know that our diverse team is a strength that drives our success.

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.