Position: Assistant to the Director
Full-time/35 hours per week
About the Job
This position Assists the Executive Director, and the Board of Trustees and coordinates the day-to-day operations of the administrative offices of the Biggs Museum of American Art. The Assistant to the Director serves as an administrative liaison between the office and internal and external constituents including staff, volunteers and Trustees. This position is responsible for a wide range of administrative activities including: processing weekly bank deposits; maintaining active paper and electronic files and personnel files; setting up meetings and conference calls; processing time-sensitive correspondence with Trustees, the general public, donors and members; taking meeting minutes; and maintaining the institutional calendar. In all activities, details are of the utmost importance. It is critical that the person in this position be detail oriented, prompt, reliable, organized and be able to take on a variety of different tasks with a positive attitude. This position requires the ability to function independently and collaboratively in a flexible and dynamic team environment and to efficiently accomplish multiple duties and tasks daily.
About the Biggs Museum
The Biggs Museum of American Art is a dynamic regional art museum in Dover, Delaware, founded in 1993 by collector Sewell C. Biggs. Celebrating its 25th Anniversary, the Biggs Museum is nationally recognized for its exceptional collections of American decorative arts of Delaware and the Delaware River valley, and for its collections of American art from 1700 to the present. In its first 25 years, the Biggs has tripled its operating budget, and doubled its exhibition space and programs. It welcomes 30,000 visitors per year and has 500 members.
Take and prepare meeting minutes for Board and Board Committees
Prepare correspondence, reports and other documents for Director, Board and Committees
Prepare weekly bank deposits and packet for bookkeeper
Work collaboratively with admissions staff
Open mail daily and process checks in point of sale database (Agile)
Act as liaison with institutional contractors, suppliers and vendors
Maintain office-filing systems and personnel files
Maintain office and cleaning supplies
Maintain the institutional calendar for Board/Director/entire administrative staff
Answer phones and email with prompt follow through as needed
Coordinate special projects or research tasks as needed
Attend fundraising and special events as needed
Book and coordinate facility rentals
Coordinate catering/set up for board meetings/special events/openings
Maintain key administrative lists and spreadsheets for office
Assist in the planning of logistics for major events – namely the museum’s largest annual fundraising event, Biggs Museum Gala – point of contact for catering, rentals, auction logistics, and event set up
Ability to lift up to 25 lbs. (boxes, tables and chairs) and assist in set up for special events as needed
Other duties as assigned
Bachelor’s degree preferred with three to five years of administrative experience; Honest, reliable, organized and energetic with excellent oral and written communication skills. Must be a detail oriented, self-starter, who excels at time management and multi-tasking. Proficiency in Microsoft Suite required. Former experience in databases and point of sale systems a plus. Background check required. Salary in the mid $40s based on experience.
Please email your resume and cover letter addressed to Executive Director, Charles Guerin at email@example.com with the title of the position in the subject line. Application reviews will begin January 2, 2019 and will continue to be accepted until the position is filled.