Assistant to the Director

The Frick Pittsburgh

https://thefrickpittsburgh.org/

Website The Frick Pittsburgh

The Assistant to the Director provides essential support to the museum’s busy executive director and its board of trustees, and serves as a friendly, helpful first point of encounter for members of the public. The Assistant will be joining the Frick during an exciting period of renewal and change, as the museum seeks to become an actively anti-racist organization that can serve as a vital resource for our entire community.

Hours:  Primarily Monday to Friday, 9:00 to 5:00, with occasional evenings and weekend events
Reports to:  Executive Director
Status:  Full time, non-exempt, with benefits

Salary: $32,000-$42,000, based on experience

Responsibilities:

I. Coordination of the Director’s Activities (70% of time)

  • Proactively maintains the Director’s electronic calendar
  • Manages the primary corporate Zoom account
  • Answers the phone, responds to requests, logs messages, re-directs calls
  • Maintains electronic and paper filing systems
  • Sorts and processes mail
  • Coordinates documents needing the Director’s approval
  • Prepares standard correspondence
  • Prepares and submits expense reports
  • Maintains inventory of office supplies
  • Updates the staff telephone list
  • Receives guests
  • Maintains an uncluttered, pleasant reception/waiting area
  • Reserves rooms and sets up requested A/V and refreshments
  • Supplies requested meeting materials
  • Ensures that meetings begin and conclude on time
  • Makes dining reservations, occasional travel arrangements
  • Schedules and records monthly All-Staff Meetings

II. Coordination of Board Activities (25% of time)

  • Maintains the schedule of quarterly Trustee and committee meetings
  • Oversees the set-up and execution of Board meetings, receptions, and retreats
  • Maintains the Trustees Portal, Trustee Directory, and online meeting calendar
  • Drafts Board meeting agendas; prepares and distributes meeting minutes
  • Schedules and coordinates New Trustee Orientation Sessions
  • Prepares meeting minutes for selected Board committees

III. Other Responsibilities (5% of time)

  • Serves on one of the staff committees
  • Represents the Frick at occasional onsite and/or community events
  • Pitches in as needed

Requirements:

  • Organization
  • Reliability
  • Attention to detail
  • Strong time management skills
  • Excellent written and spoken communication skills
  • Proficiency with standard business software (MS Suite, Adobe, Zoom, etc.)
  • Collaboration/a team approach
  • A friendly, helpful attitude
  • A sense of humor
  • A commitment to fostering a workplace culture of diversity and inclusion
  • Interest in museums, art, and history
  • The ability to work occasional evenings and weekend special events
  • High School diploma or equivalent (required)
  • College or business school (preferred)
  • At least 1 year’s prior experience in a similar or equivalent role

The Frick Pittsburgh is an Equal Opportunity Employer committed to fostering a workplace culture of accessibility, inclusion, diversity, and racial equity and urges qualified diverse applicants to apply.

A Note about Covid-19:

The Frick takes seriously the safety of its employees and guests, and has adopted rigorous Covid-19 safety measures that include mandatory mask wearing at all times while on site, as well as enhanced cleaning, sanitization, and air filtration. To accommodate social distancing, administrative staff are currently working from home 3-4 days/week.

To apply for this job email your details to badams@thefrickpittsburgh.org