Office Administator

Office Administrator

Department: Executive Administration
Reports to: Executive Director and Deputy Directors

Status: Full-time, On-site

Salary: $65,000-72,000

Overview

The Office Administrator serves as the primary point of contact for the Aspen Art Museum, managing reception duties while providing essential administrative support to the Executive Director and leadership team. This role ensures smooth daily operations through efficient front desk management, accounts payable processing, and executive assistance. The ideal candidate will be highly organized, professional, and skilled at 

prioritizing tasks in a fast-paced and dynamic office environment.

Key Responsibilities

Reception & Guest Experience

• Serve as the museum's Administrative Office first point of contact, answering phone calls, and directing inquiries to appropriate departments.
• Maintain a welcoming, organized reception experience that reflects the museum's professional standards.
• Manage the general museum email account, responding to or routing inquiries in a timely manner.

Executive Support

• Work closely with the Senior Executive Assistant to prepare materials for executive meetings, including agenda compilation, document organization, and overall team coordination.
• Assist in drafting correspondence on behalf of the Executive Team.
• Prepare spaces for meetings, including saving tables at the rooftop Swedish Hill Cafe, reserving the board room, and consulting with the Education department to utilize the Education workshop, and ordering refreshments as needed.
• Run supportive errands for the Executive Director occasionally as required.
• Assist with special projects and initiatives as assigned by the Executive Director.

Accounts Payable

• Support the Finance Team with Accounts Payable entry and processing, ensuring invoices are properly coded and approved.
• Manage the accounts payable email inbox, respond to vendor inquiries and escalate issues to the Finance team when appropriate.
• Create and update new vendor records and file appropriate documentation (W9, etc)
• Prepare a weekly check run and submit to the Finance Team for review and approval. 

Administrative Operations

• Order and maintain office supplies, equipment, and healthy snacks for the kitchen to support daily operations.
• Support Deputy Directors with staff communications and announcements as needed.
• Assist with coordination and preparation of all-staff meetings and staff appreciation events.
• Coordinate meeting room scheduling and setup for internal and external gatherings.
• Maintain agendas and calendars for Biweekly Department and Executive meetings.
• Maintain organized filing systems—both physical and digital—for important documents.
• Organize and file both physical and electronic documents to ensure quick retrieval and secure storage.
• Assist with coordination of museum events, programs, and donor gifting as needed.
• Receive and distribute mail; assist with large mailings and data entry projects.
• Answer general phone lines, field inquiries, and direct messages to appropriate staff.
• Monitor and respond to the general inbox, ensuring timely routing or resolution of inquiries.
• Perform other general office responsibilities that support the museum’s administrative needs.

Education & Experience:

• Associate's or Bachelor's degree preferred
• 2 years of administrative experience, ideally in a nonprofit, cultural institution, or museum setting

Skills & Abilities:

• Proficiency in Microsoft Office Suite and Google Workspace (training will be provided for museum-specific systems)
• Experience with accounts payable processes and financial record-keeping is preferred but not required (full training will be provided)
• Familiarity with office management procedures and reception protocols
• Ability to quickly learn new software and administrative systems

Communication & Interpersonal Skills:

• Excellent written and verbal communication abilities
• Professional phone manner and visitor service orientation
• Ability to interact effectively with diverse constituencies, including staff, board members, donors, and the public

Organizational & Multitasking Abilities:

• Exceptional attention to detail and organizational skills
• Ability to prioritize tasks and manage competing deadlines
• Strong problem-solving skills in a fast-paced environment

Additional Requirements:

• Discretion when handling confidential information
• Availability to occasionally support evening and weekend events
• Interest in or knowledge of contemporary art preferred

Salary : $65,000 - $72,000