Job Summary

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

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 requires a high level of professionalism, discretion, and adaptability, serving as the primary liaison between the Director and various internal departments, external partners, and the broader RISD community.

In this multifaceted role, the Administrative Assistant will manage the Director's complex calendar, coordinate high-level meetings, and oversee essential administrative functions. A proactive approach to problem-solving is essential, as is the ability to anticipate needs and handle multiple priorities in a fast-paced, creative environment. The Administrative Assistant will also support strategic initiatives by conducting research and preparing reports that inform decision-making processes.

The ideal candidate will possess exceptional organizational skills, attention to detail, and strong interpersonal abilities. They will maintain confidentiality and exercise sound judgment while fostering a positive and inclusive work culture that aligns with the RISD Museum's commitment to accessibility and inspiration in the arts.

We seek a culturally competent candidate who 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:

Administrative Support

• Calendar Management: Oversee and manage the Museum Director's calendar, scheduling appointments and meetings while ensuring preparedness for all engagements.

• Correspondence Handling: 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.

• Travel Coordination: Arrange domestic and international travel for the Director, including itineraries and accommodations.

• Expense Management: Prepare travel reports, credit card settlements, and reimbursement requests on behalf of the Director.

Meeting Coordination

• Logistical Support: Schedule and coordinate meetings for the Director's Management Team and other staff meetings, ensuring all materials are prepared in advance.

• Documentation Preparation: Create and distribute meeting agendas, minutes, and follow-up communications as needed.

Project Assistance

• Research and Reporting: Conduct research and compile reports for special projects, including strategic initiatives and museum metrics.

• Project Tracking: Assist in organizing departmental projects, tracking progress, and following up on action items to ensure timely completion.

• Patron Travel Coordination: 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, placing orders as necessary.

Required Knowledge/Skills/Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Minimum of 5 years in an administrative support role, preferably within a museum or arts organization.

• Exceptional organizational skills with strong attention to detail. Excellent written and verbal communication skills are required.

• Demonstrated experience and proficiency with software and systems including, but not limited to Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suites.

• Familiar with database and project management programs.

• Strong technological literacy.

• Ability to work independently as well as collaboratively within a team. Must demonstrate discretion when handling confidential information.

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 diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and 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.