Administrative Assistant

Studio Museum Harlem
New York, United States
Salary Commensurate with experience
Closing date
Nov 12, 2021

View more

Position Type
Administrative, Office Administration, Other Administrative, Public Relations and Communications
Employment Type
Full Time
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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. The Studio Museum is in the midst of a comprehensive, multi-million dollar Capital Campaign to build a new museum on 125th Street in Harlem, designed by architect Sir David Adjaye.


The Administrative Assistant is responsible for a range of administrative and departmental operational tasks in support of the Development and Curatorial Departments. Their time would be split as follows: 80% on Development and 20% on Curatorial tasks. Most significantly, this position will be responsible for managing all financial accounting and compliance for both departments, and providing administrative support for the Chief Advancement Officer.


The responsibilities and skills required of this role are wide-ranging. Ideal applicants may come from a range of professional and educational backgrounds; however, every applicant should demonstrate their ability to bring the following characteristics to their work on the Development Team: 


  • Willingness to engage in creative problem-solving both independently and in collaboration with teams 
  • The ability to steward multi-step assignments from beginning to completion, across multiple stakeholder groups 
  • A syncretic thinker—someone who can bring details together in order to see the “big picture” and develop clear and concise summaries of sometimes complex issues 
  • An ear for tone, “voice” and decorum in professional correspondence. 
  • Willingness to draw connections between programmatic initiatives across the museum 
  • Demonstrated enthusiasm for art and culture, broadly, and the museum field, specifically.
  • Ability to communicate clearly and with enthusiasm to both internal and external stakeholders 
  • An engaged listener interested in identifying and asking the most relevant questions in moments of uncertainty 
  • Availability (electronically) during “off hours” in the event of emergencies 




Development Department Operations


  • Monitor, track, and reconcile monthly departmental budget and review and submit department purchase orders.
  • Submit expense reports and manage credit card account reconciliation for the department.
  • Work with team members to create playbooks and properly document institutional knowledge.
  • Assist with the onboarding and transition of new/departing staff, including interns.
  • Provide logistical support for departmental meetings and retreats.
  • Ongoing organization and maintenance of physical and digital files.
  • Help maintain departmental CPI compliance and filings with Better Business Bureau, Guidestar and other standard charities registrations.
  • Check departmental email and voicemail; route to appropriate team member. Manage the CAO’s account.
  • Support departmental bulk and direct mailing preparation and coordinate messenger services.
  • Other duties as needed.


Curatorial Department Operations

  • Monitor, track, and reconcile monthly departmental budget and review and submit department purchase orders.




Administrative Support

  • Administrative support of Chief Advancement Officer: general administrative support including, calendar management, meeting coordination, making travel arrangements, distribute email and answer phone, draft routine correspondence, assist with meeting prep.




  • The Museum seeks to attract candidates with both traditional and non-traditional professional experiences. Candidates with bachelor’s degree, especially in Africana Studies, Arts Administration, Art History, Museum Studies, or a related field, are encouraged to apply. Those with significant work experience and certifications outside of the academy or museum field will also be considered. 
  • 1–3 years of previous administrative experience. 
  • Demonstrated excellence in written and verbal communication. 
  • Excellent organizational and analytical skills; experience with administrative and clerical duties. 
  • Excellent computer skills, particularly Microsoft 365, including Word, Outlook, and Excel. 
  • Strong interpersonal skills, ability to work well with others as part of a team. 



  • Commitment– to the mission and values of Studio Museum in Harlem. 
  • Collaborative– works well with others at all levels of the organization as well as with key external stakeholders.
  • Initiative– takes self-directed, appropriate action to influence outcomes and/or drive progress and positive change.  



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



The position is open until filled. Send resume, cover letter and two writing samples to please include “Administrative Assistant,” in the subject line of your email. 

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