Moma Ps1 Executive Assistant & Special Projects Coordinator, Directors Office

About MoMA PS1

MoMA PS1 champions how art and artists are at the intersection of the social, cultural, and political issues of their time. Providing audiences with the agency to ask questions, access to knowledge, and a forum for public debate, PS1 has offered insight into artists’ diverse worldviews for more than 45 years. Founded in 1976 by Alanna Heiss, the institution was a defining force in the alternative space movement in New York, transforming a 19th-century public schoolhouse in Long Island City into a site for artistic experimentation and creativity.

With an annual budget of approximately $12M, PS1 has been a member of New York City’s Cultural Institutions Group (CIG) since 1982, and affiliated with The Museum of Modern Art since 2000.

We recognize that a successful candidate will meet many of the requirements listed on this job description, but may not meet 100% of the qualifications. If much of this job description describes you, we encourage you to apply for this role.

Responsibilities

• Conducts art historical, sociological, and cultural research; prepares artist dossiers; and prepares projects and proposals, as needed.
• Manages the Director’s calendar and meetings in liaison with the MoMA PS1 leadership team, including anticipatory prep for meetings.
• Assists and supports the Director during museum events and meetings, by coordinating and managing logistics as well as taking minutes where necessary.
• Manages and prioritizes, the Director’s email and correspondence; compiles information for response and/or responds on own initiative where appropriate.
• Plans, books, and manages all domestic and international travel for the Director.
• Prepares and organizes visual materials and text for the Director’s presentations, MoMA all staff meetings, and quarterly Board of Trustee meetings.
• Coordinates and organizes special projects and initiatives in conjunction with other Museum staff or consultants, as authorized by the Director; coordinates the implementation of initiatives on behalf of the Director.
• Manages the budget of the Office of the Director, meets monthly with the Director of Finance to review and monitor expenditures on the departmental budget, and prepares monthly credit card reconciliation reports. Actively participates in the creation of the annual departmental budget.
• Supervise the daily work of departmental Fellows working within the Director’s Office, providing oversight on their assignments.
• Serves as a general assistant to the Director.
• Corresponds and acts as a liaison with high level trustees, prospects, supporters, artists, government officials, gallerists, curators, press contacts, and Museum staff on behalf of the Director.

Requirements

• Tech savvy with strong computer skills, including high degree of knowledge and proficiency in Word, Excel, PowerPoint, and google platforms
• Excellent verbal and written communication and presentation skills
• Experience in coordinating and managing special projects for senior museum staff and/or department heads
• Demonstrated ability to proactively prioritize and manage time, juggle multiple duties and tasks, and meet deadlines
• Accessibility and availability to work, as needed, outside of normal business hours in response to urgent and international schedules, and availability to participate in evening and weekend museum programs and events
• Ability to maintain a highly professional, positive and flexible demeanor with rapid and shifting priorities
• Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters
• Minimum of five years’ experience in progressively responsible administrative roles, preferably in arts, cultural, or other non-profit organizations
• Experience managing and supervising support staff and/or interns, and working productively and collaboratively with senior management staff
• Proven organizational ability, analytical skills, and attention to detail

Salary Range: $57,000 - $64,000

MoMA PS1 is a proud equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender identity or expression, national origin, age, disability, familial or veteran status, sexual orientation, or any other legally protected status.

This position is permanent and full-time. Benefits include 20 days paid vacation leave, 10 days paid sick leave, 11 paid holidays, and 3 paid personal days, participation in a 401(k), life insurance, medical/health (including visual and dental) and pension plan.

Please be advised that due to the high volume of applicants, we are only able to contact those candidates whose skills and background best fit the needs of the open positions. Thank you for your interest in employment opportunities at MoMA PS1.