Administrative Assistant at Museum (Advancement and Events)

The Choice is excited to be partnering with a major cultural museum in New York City with an administrative support position for their Advancement and Special Events team.

This is a position that will be starting on February 3rd and running through June 30th, 2025 with the potential to extend through September 30th, 2035. The position is full-time- 40 hours a week.

The position will be onsite, 5 days a week at the museum in Lower Manhatten.

Responsibilities :

Advancement Support:

• Prepares and submits General Services Administration (GSA) application for use of space for all departments. Ensures receipt of appropriate 1582 and/or 1583 licenses from GSA.
• Prepares and submits Office of Special Events gift processing forms and relevant documents in a timely manner.
• Prepares quarterly inter-unit reimbursement documents for support services at the museum including AV, Facilities, and Family & Youth Experiences.

Special Events Support:

• Monitor the special events mailbox for inquiries. As appropriate, respond to emails or elevate for coordinator review. Resource inbox and voicemail should be checked at minimum twice per day. Record inquiries and responses in Smartsheets and add calendar holds as appropriate in Salesforce. Share the event application and policy with potential clients. Review the Daily Operations Calendar and GSA booking list for availability.
• Schedule and be available for event planning meetings, site tours, walkthroughs, and debrief meetings. Site tours are to be conducted Mondays through Fridays between 10:00am and 4:00pm based on client and contractor availability.
• When events occur, contractor will participate in event support staffing when needed and perform duties to include monitoring vendors during set up and tear down, coordinating with rental client planners, checking in guests, printing and distributing event planning materials (memos, briefings, nametags), and escorting event principles. Other event staffing opportunities may be available and staffing to be determined mutually.
• Track replies for internal and cultivation events. This includes checking the rsvp email inbox and voicemail at minimum twice a day to respond and record replies. In addition, generate clean and distributable guest and respond lists to key stakeholders.

Qualifications

• 1 year administrative and event planning /management experience
• Bachelor's degree
• Proficiency with Smartsheets and Microsoft Office
• Previous experience in a musuem preferred