Senior Coordinator, Administration & Special Projects

About Our Organization

Founded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society.

Job Summary

The Studio Museum in Harlem is seeking a Senior Coordinator, Administration & Special Projects to join a proactive executive support team, providing high-level administrative and strategic project support to the Director’s Office. Reporting to the Chief of Staff and working closely with the General Counsel & Chief Operating Officer, this role focuses on advancing key initiatives, supporting Board Affairs, and managing special projects that align with the institution’s strategic priorities. This role demands a balance of administrative expertise and strategic project management skills, making it ideal for a detail-oriented, adaptable professional who thrives in a fast-paced environment within the Director’s Office. The position also involves developing visually compelling presentations, supporting cross-functional initiatives, and maintaining effective communication with internal and external stakeholders.

This onsite role requires flexibility, including early mornings and some evenings, and close collaboration with the Director’s Executive Assistant and other members of the Museum’s Senior Leadership Team.

Essential Duties and Responsibilities 

• Draft high-quality written correspondence for the Director and Chief Curator, as well as the Chief of Staff.
• Create presentations and reports for various audiences, including staff meetings, donor councils, Board meetings, and public appearances.
• Produce high-quality presentations and materials for Trustee meetings, Director’s Office guides, and orientation programs.
• Source imagery and special institutional research for presentations or briefings as assigned.
• Maintain the Director’s Office digital filing systems and department archives ensuring accurate record retention.
• Conduct detailed meeting minutes for select high-level meetings.
• Serve as the event lead and producer for Director’s Office events and stakeholder engagements.
• Support the Chief of Staff in planning, sharing, and implementing strategic initiatives in cross-departmental collaboration and communications to enhance senior leaderships influence on organizational priorities.
• Assist with government affairs initiatives, including grant applications and stakeholder engagement.
• Actively engage and collaborate with internal departments on cross functional tasks on behalf of the Chief of Staff. 
• Coordinate logistics for Board activities, including meetings, events, retreats, and other related activities.
• Conduct original research to support special projects and strategic initiatives for the Director and Chief Curator and the Chief of Staff.
• Transcribe meeting minutes and follow up on action items to ensure accountability.
• Collaborate with the Chief of Staff on cross-organization initiatives that align with the Director’s Office priorities.
• Coordinate travel arrangements and manage scheduling logistics for external engagements.
• Liaise with the Board of Trustees to ensure seamless communication and coordination.
• Maintain accurate paper and electronic filing systems, including confidential documents.
• Assist in the management of the departmental budget and provide administrative support for financial reporting.
• Oversee the Director’s Office internship program, including recruitment, onboarding, and supervision.
• Manage the Director’s Office departmental calendar, coordinating with internal and external stakeholders to ensure alignment.
• Develop and implement streamlined processes to enhance communication and collaboration across the organization.
• Create and manage expense reports for the Director, ensuring accuracy and timely submissions.
• Maintain inventory and ensure the organization of office supplies and equipment.
• Coordinate IT needs for the Director’s Office team, ensuring functionality and timely maintenance.
• Manage digital file systems for the Director’s Office, ensuring secure and organized documentation.
• Coordinate and schedule committee meetings, ensuring all stakeholders are informed and prepared.

Skills and Qualifications  

• Technical experience: highly skilled in Microsoft 365 Office suite; strong working knowledge of Zoom/remote coworking software, Raiser's Edge, Tessitura, or similar CRM platform; Certify or Airbase or similar expense/invoice tracking software; familiarity with The Museum System (TMS), and NetX digital asset management systems is welcomed.
• Excellent written and verbal communication skills, with a keen attention to detail.
• Strong project management abilities with the capacity to manage multiple priorities simultaneously.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management tools.
• Exceptional organizational and problem-solving skills, with the ability to work both independently and collaboratively.
• Professional demeanor and the ability to handle confidential information with discretion.
• Adaptability and flexibility to work in a fast-paced, dynamic environment.

Education and Experience 

• Bachelor’s degree or equivalent experience in arts administration, art history, project management, English, media and communications or a related field.
• Minimum of 3-5 years of administrative or executive support experience, preferably in a cultural, nonprofit, or museum setting.
• Familiarity with Board governance and nonprofit organizational structures is a plus.

Physical Demands 

This position does not have any physical demands.

Work Environment 

• This position is considered a non-exempt position for purposes of federal wage and hour law, which means that you will be eligible for overtime pay for hours in excess of 40 in a given workweek, with evening and weekend availability as needed.
• The Museum is wheelchair accessible with additional accommodations available upon request.

Compensation 

$32 - $38 hourly

Salary is commensurate with experience within the guidelines of a small not-for-profit. A competitive benefits package is provided, including medical, dental, life and long-term disability insurance, a retirement account, and substantial vacation time.

Application Instructions

Please upload your resume, cover letter, and a writing sample to your application. No phone calls or emails, please.  

Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills, and work experience best fit the requirements of the position.   

The Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation. We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences, and know that our diverse team is a strength that drives our success.  

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

Salary : $32 - $38