BMA Seeks Administrative Manager, Director's Office

The Baltimore Museum of Art (BMA) seeks to fill the position of Administrative Manager in the Director’s Office. This position oversees the day-to-day operations and administration of the Director’s Office and provides proactive support to the Director, including project management. S/he serves as a key liaison between the office and internal and external constituents including BMA staff, volunteers, and Trustees, maintaining the highest level of institutional service and confidentiality. This critical position is also responsible for a wide range of administrative activities including: writing and processing correspondence; managing the office budgets; processing invoices, expense reports, reimbursements, and timesheets; maintaining the Director’s calendar; maintaining active paper and electronic files; handling or delegating time-sensitive correspondence with the general public, members, and other stakeholders; screening and directing phone calls.

RESPONSIBILITIES

Responsibilities include but are not limited to:

· Create a welcoming and friendly atmosphere through a positive attitude, willing cooperation, and an awareness of the needs and concerns of others.

· Provide excellent visitor service, problem-solve, and satisfy internal and external customers as necessary.

· Anticipate the Director’s needs and proactively bring together appropriate people and resources to support the Director in addressing issues.

· Act as liaison between the Director’s Office and internal constituents and external constituents, including BMA staff, Trustees, consultants, elected and appointed officials, volunteers, members of Friends Groups, et al.

· Handle confidential information in a professional and discreet manner.

· Assist with significant institutional projects, such as exhibition and program planning, fundraising planning and follow-up.

· Assist in preparing presentations and remarks.

· Manage the development and coordination of office budgets.

· Initiate all correspondence including phone calls, email, mail and other written communication.

· Ensure that all administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining Director’s office files as needed.

· Schedule the Director’s internal and external appearances including any necessary travel accommodations.

· Work closely with the Senior Management Team.

· Work collaboratively across the museum and represent the Director at cross-departmental and cross-divisional meetings.

This full-time, exempt position reports to the Director of the Baltimore Museum of Art.

Categories:

Administration

Employer Name:

Baltimore Museum of Art

Job Title:

Administrative Manager

Employer Website:

http://www.artbma.org

Employer Contact Information:

[email protected]

Job Submission Requirements:

QUALIFICATIONS • Bachelor’s Degree, art or art history preferred. • At least 2 years of administrative/office management experience or its equivalent. • Demonstrated ability to handle confidential information effectively. • Strong organizational and project management skills. • Deep understanding of technology and its use in the museum as well as the office environment. • Highly proficient with computer software including but not limited to, Microsoft Office including extensive experience with PowerPoint and Excel, and social media. • Excellent written and verbal communication skills. • Ability to work independently. • Strong interpersonal skills and good judgment. Interest in collaborating with a wide range of stakeholders and constituents. • Highly organized BENEFITS The BMA is an equal opportunity employer and a drug-free workplace. We offer a competitive salary and a generous benefits package. For this exempt position we offer medical, dental, vision, prescription, 403b deferred compensation retirement plan, long term disability, flexible spending account, flexible and condensed scheduling, museum shop, program and exhibition, and restaurant discounts, reduced fee gym membership and a continuing education discount. We also offer 4 weeks of earned vacation, 9 holidays, 3 personal days, a floating holiday, and 12 sick days each fiscal year. APPLY Please send a cover letter with salary requirements and resume to [email protected] with “Administrative Manager, Director’s Office” and your first and last name in the subject line. Incomplete application materials will not be accepted. No phone calls please.

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