Administrative and Communication Duties

 Update and maintain artists’ CVs, referring to developing research, forward program schedule, publications, and royalty reports;

 Respond to telephone and email queries, presenting an informative and friendly external profile for the Foundation;

 Open mail and respond / file as appropriate;

 Provide effective and efficient administrative service, including scanning, photocopying and filing;

 Assist the Head of Operations & Finance with financial duties including processing invoices, payments and expense reimbursement requests, assist in audit preparation, file maintenance;

 Take meeting notes and minutes as required and manage finalization of minutes;

 Draft letters and proof-read communications as required;

 Develop and maintain the Foundation’s Operations Manual;

 Maintain the Foundation’s Board Manual;

 Manage Brand Identity and ensure communications conform to Foundation House Style;

 Order all items for the Foundation office;

 Ensure the Foundation office is kept tidy, organizing the office at the end of the day.

Scheduling and Research:

 Ensure office deadlines are adhered to, assisting Foundation Team with calendar planning as required;

 Assist Head of Operations & Finance to co-ordinate Board and Committee meetings, help prepare various documents as required;

 Set and coordinate regular meetings and ensure participants are prepared with relevant papers;

 Set up conference and digital communication calls;

 Ensure smooth communication when Foundation Team members are working outside the office;

 Book travel for Foundation Team, Board, and guests;

 Assist Foundation Team with research requests for project planning.

Programs Assistance:

 Working with Collection Manager & Registrar, ensure archival resources and artwork held by Holt/Smithson Foundation are stored and indexed on a database in an appropriate manner for the purposes of research, exhibition and publication;

 Input data and check accuracy across databases;

 Assist with the management of the Research Fellowship program;

 Assist with administration relating to the Artist Commissions;

 Serve as primary contact for visiting researchers, communicating visitation rules and parameters, monitoring, and hosting researchers;

 Manage Oral History records including standard questions, transcriptions, and schedules.

Human Resources:

 Working with the Head of Operations & Finance, research compensation and benefit packages as part of the annual renewal and budgeting process;

 Working with Executive Director and Head of Operations & Finance, help to maintain a positive, constructive relationship with Foundation employees;

 Review benefits with employees, ensure employee enrollment in applicable benefit programs, and administer benefit programs;

 Maintain employee records;

 Maintain employee handbook;

 Ensure compliance with applicable Federal and State Labor Laws.

Other:

 Keep abreast of international developments in the study of Nancy Holt and Robert Smithson;

 Attend events on behalf of the Foundation;

 Any other appropriate duties, which may be assigned.

Essential skills

 Excellent written and spoken communication, and numeracy;

 Meticulous attention to detail;

 Ability to work both as a part of a Team and independently;

 Strong organization skills;

 Accurate time-keeping and ability to manage calendars of senior Team;

 Thorough computer competence;

 Awareness of confidentiality and discretion;

 Interest in art.

Objectives

 Support the Foundation Team to encourage and stimulate the understanding of the creative legacies of Nancy Holt and Robert Smithson;

 Working with the Foundation Team, uphold the values of Nancy Holt and Robert Smithson;

 Support Foundation Team in administrative activities;

 Internally, ensure all records are accurate, organized and regularly updated as well implementing smooth administrative processes;

 Externally, ensure the Foundation responds to general queries in a timely manner by liaising with the appropriate team member.