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This position is responsible for providing day-to-day support for the Marketing Director and Marketing team. Primary responsibilities are scheduling, administrative support, presentations, and oversight of key departmental processes.
Responsibilities
Handle phone and e-mail queries about the department and its offerings from other museum departments, the public, and museum professionals. Serve as key point of contact for incoming inquiries
Assist in preparation and organization of information for reports and presentations.
Coordinates logistics for department meetings and events including, managing room reservations, greeting guests, and managing catering.
Management and preparation of materials, presentations and minutes for Museum’s Marketing and Strategic Alliance Committee.
Track general departmental budget lines and assist in preparation of budget reports as requested by Marketing Director. Manage day-to-day departmental accounting activities such as new vendor requests, purchase orders, reimbursements, and check requests.
Maintain active inventory and facilitate ordering of office supplies and materials for Marketing department.
Maintain active inventory of marketing materials and collateral across the museum to ensure sufficient supply and timely delivery, as needed.
Provide infrastructure support for institutional technology projects (e.g. support department with Pulse and Piction, etc.).
Coordinate office set-ups (furniture, phone lines computer access, etc.) and departmental/procedural orientation for Marketing employees; coordinate organization of Marketing storage and work areas.
Maintain active knowledge of museum programs and processes to aid in communication and collaboration museum-wide.
Coordinate with vendors and contractors as requested.
Serve on inter-departmental committees as needed.
Support and/or coordinate other initiatives and programs across department, as needed.
Requirements
Education
- College degree or equivalent work experience required
Knowledge, Skill and Ability
Strong organizational, communications, and analytical skills with a keen eye for detail
Ability to collaborate and work effectively as part of a team
Excellent organization skills and the ability to prioritize tasks
Attention to detail; checking information for accuracy and completeness
Excellent written and oral communication skills
Proficient in Outlook, Excel, Word, and Power Point
Ability to work in a fast-paced environment with constantly changing priorities
Ability to tackle new projects independently with minimal oversight
Skilled in establishing positive working relationships with colleagues and co-workers at all levels of the organization
Experience
2+ years of administrative office experience in a professional environment
Previous experience working in a non-profit, cultural institution a plus