Administrative Manager, Global Communications

We are Guggenheim, a global constellation of museums unlike any other in the world. Four museums on three continents, united by the power of groundbreaking art to connect us to ourselves and to each other. Since our founding in 1937, the Guggenheim has introduced, celebrated and brought to the public the newest voices and visions in modern and contemporary art. When Solomon R. Guggenheim and Hilla Rebay set out to share the joy they first experienced in discovering experimental art, they initiated the creative risk-taking that is today synonymous with “Guggenheim” throughout the world. Across the globe, each Guggenheim stands not just as a backdrop for visionary art but as masterpieces in and of themselves to experience.

SUMMARY OF POSITION:
Guggenheim New York seeks an organized, systems-driven professional for the role of Administrative Manager, Global Communications. This position provides project management and administrative support for the Global Communications Department, with a particular focus on Marketing coordination, and serves as a liaison with stakeholder departments across the institution, including Advancement, Curatorial, Director’s Office, Education/Public Programs, and Special Events, among others. A successful candidate will be someone who can develop efficient systems for project communication delivery and oversee scheduling and tracking for multiple projects, including anticipating and troubleshooting solutions for workflow issues. This is a high-contact role, working with a range of departments and individuals.

SKILL AND EXPERIENCE REQUIREMENTS:

• Bachelor’s degree or equivalent
• 2-5 years of administrative, project management or business development experience at a cultural institution, nonprofit organization, or agency environment preferred
• Strong organizational and prioritization skills and attention to detail required
• Enthusiasm for and skill in supporting multiple projects and timelines simultaneously
• Excellent verbal and written ability
• Ability to work collaboratively and independently in a diplomatic fashion
• Proficient in Microsoft Suite (including SharePoint and Teams), Zoom, and Salesforce

KEY RESPONSIBILITIES:
Duties may include, but are not limited to, the following:
Project Management (40%):

• Act as lead project manager, planning and managing timelines and coordinating projects to completion with Communications leadership (e.g., communications plans, corporate partnerships, special projects, and other institutional initiatives)
• Develop and sustain collaborative working relationships across departments to achieve institutional goals
• Design and implement systems for project communication and delivery
• Manage internal and external meetings, project timelines, budgets, and key documents
• Identify and implement best practices for Communications operations and activities
• Create frameworks for and facilitate preparation and submission of Communications impact reports

Marketing Coordination (30%):

• Media Planning
  • Assist with creation of annual marketing plans

• • Manage relationships with promotional collaborators and vendors, and source new proposals as directed
• Creative Development
  • Assist with the development of communications plans and creative briefs
  • Run design meetings, including developing agendas and timelines
  • Circulate assets for approval
  • Manage review of credit lines
  • Clear rights for all images as needed

• Digital marketing
  • Source images and other assets, write copy, and liaise with outside agency to set up paid social media and other digital advertising for all museum departments
  • Produce email marketing campaigns for Guggenheim Store
  • Review and test all museum email marketing campaigns before deployment
  • Review all social media copy and assist with community management as directed

Administrative (30%):

• Manage calendar and expenses, schedule meetings, and organize travel for Deputy Director, Chief Brand and Communications Officer
• Schedule and manage select Global Communications department meetings, including the creation of agendas, notation, and follow-up
• Collaborate with colleagues across the Guggenheim constellation (Abu Dhabi, Bilbao, and Venice), maintaining cultural sensitivity and awareness of time zones
• Manage departmental expense reporting and reconciliation
• Write and edit correspondence, presentations, and reports as needed
• Assist the Deputy Director, Chief Brand and Communications Officer and organizing strategic, operational, and financial plans across Guggenheim Constellation.

WORK DEMANDS and ENVIRONMENT:

• Ability to travel within the metropolitan area as required to perform the above duties at any of the Guggenheim’s owned or leased properties upon request.
• Occasionally work may be conducted outdoors, exposure to varied weather conditions.
• Ability to work nights, weekends, holidays on occasion.
• Ability to lift at least 25 lbs.

EDUCATION:

• BA or equivalent experience

CERTIFICATES, LICENSES, REGISTRATIONS:

• Project Management Professional (PMP) certification a plus

REPORTS TO: Deputy Director, Chief Brand and Communications Officer

LOCATION: One Liberty Plaza, New York, NY 10006

WORK SCHEDULE: This is a hybrid role with three days in the office required as well as nights or weekends for special events and/or meetings as needed.

POSITION TYPE: Full-time, Non-Exempt

SALARY RANGE: $65,000 - $70,000 annually

The Guggenheim is dedicating itself to creating paths that lead to a more inclusive and diverse institution. We encourage inquiries from applicants who will reflect the plurality of our culture and our global audience. The Guggenheim does not discriminate on the basis of age, race, creed, color, religion, marital status, gender identity and/or expression, sexual orientation, veteran status, national origin or disability status.