Administrative Assistant to the Museum Director

Job Summary

Rhode Island School of Design (RISD) seeks an Administrative Assistant to the Museum Director to join The RISD Museum. 

The Administrative Assistant to the Museum Director is a vital support role that ensures the efficient operation of the Director's office and contributes to the overall success of the RISD Museum. This position serves as the primary liaison between the Director and various internal departments, external partners, and the broader RISD community. The Administrative Assistant will manage the Director's complex calendar, organize domestic and international travel, coordinate high-level meetings, and oversee essential administrative functions. The Administrative Assistant will also support strategic initiatives by conducting research and preparing reports to inform decision-making.

The successful candidate will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities. 

ESSENTIAL FUNCTIONS/DUTIES:

Administrative Support

• Oversee and manage the Museum Director's calendar, scheduling appointments and meetings while ensuring preparedness for all engagements. Coordinate with Museum staff and Institutional Advancement to ensure the Director has the background information and briefing materials needed for donor conversations and other institutional commitments.
• Manage incoming and outgoing communications, including emails, phone calls, and correspondence, acting as the initial point of contact for inquiries. Prepare materials for the Director's use, including presentations and communications to board members and college leadership, ensuring clarity, accuracy, and appropriate tone.
• Arrange domestic and international travel for the Director, including itineraries and accommodations.
• Prepare travel reports, credit card settlements, and reimbursement requests on the Director's behalf.

Meeting Coordination

• Schedule and coordinate meetings for the Director's Management Team and other staff meetings, ensuring all materials are prepared in advance.
• Create and distribute meeting agendas, minutes, and follow-up communications as needed.

Project Assistance

• Conduct research and compile reports for special projects, including strategic initiatives and museum metrics.
• Help organize departmental projects, track progress, and follow up on action items to ensure timely completion.
• Serve as a coordinator for assigned donor-engagement and educational programs, coordinating timelines, contributors, communications, and logistics to ensure successful delivery.
• Collaborate with the Institutional Advancement team to manage and coordinate the Patron travel program, ensuring a seamless experience that aligns with the museum's engagement initiatives.

Office Management

• Record Keeping: Maintain organized files and documentation in accordance with best practices for document retention.
• Supply Management: Monitor inventory levels of office supplies and equipment, and place orders as needed.

MINIMUM QUALIFICATIONS:

• A Bachelor’s Degree in a related field and a minimum of five (5) years in an administrative role, preferably within a non-profit or arts organization, are required.
• An equivalent combination of education and experience may be substituted for the minimum educational requirement.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Exceptional organizational skills with strong attention to detail. Excellent written and verbal communication skills are required.
• A high level of professionalism, discretion, and adaptability are required.
• A proactive approach to problem-solving and the ability to anticipate needs and handle multiple priorities in a fast-paced, creative environment are required. 
• Demonstrated experience and proficiency with software and systems including, but not limited to Microsoft Office Suite (Word, Excel, PowerPoint), Google Suites, and project management software (Asana).
• Familiar with donor management databases (NXT and Altru).
• Strong technological literacy.
• Ability to work independently as well as collaboratively within a team. Must demonstrate discretion when handling confidential information.
• Commitment to supporting an inclusive work environment and the ability to work respectfully and effectively across differences in background, role, and perspective.

Union:

No

Work Schedule:

35 hours per week; 12 months per year

Employment Status:

Full-time; Exempt; Regular

Grade:

830NE

Work Modality

Hybrid Eligible

Documents Needed to Apply:

Resume (Required)

Cover Letter (Required)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes inclusion and belonging as fundamental to its learning and working community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to this community and to our commitment to excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:

Museum Operations