Administrative Assistant (Curatorial Affairs)

📢 We're Hiring! Join Our Team at The Hip Hop Museum! 🎤 🎨

Exciting opportunities await as we expand our dynamic team! The Hip Hop Museum is looking for a passionate, dedicated individual for the position of Administrative Assistant to support the Director of Curatorial Affairs and the Curatorial team. Join us in celebrating the rich history and vibrant future of Hip Hop culture. Apply by 07/19/2024 and be part of something extraordinary!

Our Mission

The Hip Hop Museum in the Bronx celebrates and preserves the history of local and global Hip Hop music and culture to inspire, empower, and promote understanding.

Our Vision

Anchored in the birthplace of the culture, The Hip Hop Museum in the Bronx will provide a space for audiences, artists, and technology to converge, creating unparalleled educational and entertainment experiences around the Hip Hop culture of the past, present, and future.

Position Summary

The Hip Hop Museum (THHM) Curatorial Affairs Administrative Assistant (CAAA) will work closely and support the Director of Curatorial Affairs (DoCA) with all administrative tasks and daily office operations. The CAAA will play a crucial role in providing administrative support to the curatorial department for activities relating to the collection, exhibitions, and general office administration (including filing, archiving, drafting/editing documents & correspondence, submitting interdepartmental request forms, mailings, supply orders, and reception/fielding queries.) This position reports to the Director of Curatorial Affairs.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (including But Not Limited To)

• Providing skilled assistance to the DoCA and Curatorial Affairs team in the implementation of special program initiatives
• Assist curators with the organization of events related to exhibitions, symposia, fundraising, patron groups, etc. as needed
• Assisting in planning and coordinating special events, supporting logistical needs; also, welcoming VIP visitors
• Demonstrates professionalism, providing top-tier service with discretion and confidentiality for all interactions with VIP clients, guests, and colleagues
• Scheduling appointments for the department; fielding phone calls, responding to email inquiries, exhibition proposals, correspondence and file management
• Prepare and coordinate meetings, take meeting minutes, provide materials and information as requested (meeting agendas, PowerPoint presentations and supporting documents) for quarterly Board and Board-related Committee meetings
• Assisting with selected logistics of exhibition planning, including researching, ordering exhibition materials, assisting with visual and audio aids for visitors of varying abilities, maintaining object lists, and organizing schedules
• Managing the exhibition webpages and Curatorial Department’s intranet pages
• Locating copyright holders and securing permissions for use of images and videos
• Proofreading exhibition text and correspondence; drafting thank you notes and loan letters
• Submitting artwork requests related to movement, photography, framing, conservation, etc. as needed
• Submitting check requests and reconciling departmental expenses and credit card statements
• Consistently represents the DoCA and adheres to the museum policies and procedures
• Coordinate travel arrangements, calendar management, and monthly expense report reconciliation for the DoCA.
• Managing and order departmental supplies
• Handle special projects and other administrative tasks as requested
• Staff liaison to other departments within THHM and external stakeholders
• Supervise Curatorial Affairs interns and volunteers
• Perform other tasks as assigned or needed to support the work of the Curatorial Affairs Department
  
  

KNOWLEDGE, SKILLS, AND ABILITIES

• A ‘can do’ attitude and be flexible to adapt to THHM business demands
• Dependability, reliability, and a strong work ethic essential
• Ability to work in a fast-paced environment
• Be a self-starter and able to manage a variety of tasks with strict time demands
• Comfortable with high profile individuals
• Excellent problem-solving skills, ability to work in high pressure situations
• An appreciation for discretion and confidentiality
• Ability to work cooperatively and amiably with other departments and external stakeholders
• Excellent attention to detail and a commitment to quality in all work
• Strong interpersonal, organizational, written, and verbal skills
• Strong administrative skills, ability to manage multiple projects simultaneously, able to prioritize work and use time wisely
• Self-motivated, enthusiastic, helpful and positive member of the team
• Responsible and professional in conduct and demeanor
• Ability to perform work independently and in a team-oriented environment
• Proficiency in the use of computers and various software applications.
• Available to work Monday-Friday 9:00am-6:00pm with flexibility to work evenings, weekends, and holidays as needed
  
  

EDUCATION & EXPERIENCE

• Bachelor's degree in museum studies, communications or a related field strongly preferred
• Minimum 3-5 years of progressively responsible experience in an Administrative Assistant role
• Or a comparable position and an equivalent combination of education and experience required
  
  

SALARY RANGE: $40,000. - $45,000.

APPLICATION DEADLINE: July 19, 2024

We appreciate your interest in working with The Hip Hop Museum. Please note we will consider all applications submitted. Only those applicants whose knowledge, skills and work experience fit the position requirements will be contacted. Again, thank you.

The Hip Hop Museum is an Equal Opportunity Employer

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