The Amon Carter Museum of American Art seeks to hire an Executive Assistant to provide administrative support to the Director and Board of Trustees, to serve as the administrative counsel to the management team of the institution, and to assist the Director in plans to achieve museum goals. The incumbent will confer with the Director on numerous issues and interacts extensively with the staff, Trustees, and patrons.
The ideal candidate will have a talent for managing scheduling, special projects, and travel arrangements for the Director and Trustees, and knowledge of the tools to manage electronic calendars, correspondence, detailed itineraries, and presentations.
REQUIRED SKILLS INCLUDE:
• Proven executive support skills or experience providing administrative project management in a fast-paced office environment with dynamic staff interaction
• Excellent skills composing, formatting, and accurately producing a variety of correspondence, reports, meeting minutes, and other records using MS Office
• B.A. degree, knowledge of art terminology helpful
• Proficient in English grammar, spelling, and composition
• Excellent oral, written, and interpersonal communication skills
• Ability to coordinate meetings organized by the Director’s office and Board of Trustees to include scheduling new Trustee orientation sessions, standing committee and Trustee meetings, assembling meeting materials and communicating AV needs, refreshments and catering with the Museum Events Manager
• Knowledge of museum Board governance, bylaws, and record keeping requirements for accreditation and issues applicable to not-for-profit business preferred
• Ability to prioritize and coordinate multiple projects
• Knowledge of administrative policies and procedures; supervision of admin support a plus
• Accuracy, keen attention to detail, and ability to perform routine tasks timely is essential
• Experience with budget planning and preparation
WE ARE SEEKING A CANDIDATE WHO HAS:
- Excellent Executive Assistant skills with at least 5 years of experience
- Demonstrated ability to exercise confidentiality concerning business and personal correspondence
- Proven ability to meet and deal effectively and discreetly with the public, Trustees, and staff
- Good judgment and patience in challenging situations
- Demonstrated ability to take initiative, resolve problems, and set priorities
- Thorough knowledge of current office practices, procedures, and equipment
- Proficiency with MS Office, Outlook, and Power Point
- A strong work ethic and high level of personal initiative and energy
- Satisfactory background and drug screen results
THE JOB WILL PROVIDE:
- A unique and energetic workplace surrounded by American art, located in the Fort Worth cultural district
- An opportunity to make a difference through a non-profit organization serving our local community through art
- A connection with a staff and community passionate about fine art
- Competitive salary commensurate with experience
- A satisfying working environment
- A comprehensive package including medical, dental, and retirement benefits
- Provide administrative support to the Director and the Board of Trustees. Confer with the Director on numerous issues.
- Maintain museum organizational records and official documents; articles of incorporation, bylaws, accreditation certificates, etc.
- Assist Director in gathering information and writing for special projects. Coordinate special projects related to institutional priorities, such as museum governance and strategic planning.
- Provide ongoing support through extensive interaction with the Board of Trustees; produce and distribute required notices, agendas, and annual and special reports for
the meetings including executive summaries, periodic reports to Board, and other communications. Coordinate meetings of Board Committees; Executive, Acquisitions, Development, Audit & Finance, Building and Grounds, Nominating, ad hoc committees, and other standing committees—and maintain meeting minutes, records, and bylaws; ensure accuracy and completeness of materials.
- Coordinate Trustee orientation sessions annually and assemble relevant materials.
- Manage the daily scheduling, projects, and travel arrangements for the Director and Trustees including keeping electronic calendars, producing correspondence, detailed itineraries, and assisting with special projects.
- Assist with the overall budget process acknowledging institutional priorities. Prepare and monitor budgets for the Board and Director.
- Assist with review and editing of outgoing correspondence produced by other departments; assist Public Information, Membership, Development, and Events staff with maintenance of invitation and mailing lists.
- Interact closely with the Board Development Committee and the Director of Development with efforts related to museum fundraising (including periodic special campaigns) and donor relations. Organize donor interaction with the Director.
- Advise on arrangements and preparations made by Events, Membership, Development, Security, and Facilities staff for events and museum-sponsored functions.
- Participate in regular meetings of the Management Committee.
- Supervise and train department administrative assistants as needed.
- Maintain confidentiality of museum and sensitive information; other duties as requested.
Salary and benefits competitive. Send résumé, references, portfolio, and salary history to HR Manager, 3501 Camp Bowie Blvd., Fort Worth, TX 76107; fax (817) 665-4315; email@example.com. EEOC. The Amon Carter Museum of American Art is committed to building a culturally diverse staff and is an Equal Opportunity Employer. Qualified minority candidates are strongly encouraged to apply.
The Amon Carter Museum of American Art seeks a qualified individual to clean and maintain the museum buildings, grounds, and vehicles to ensure a healthy and pleasant experience for visitors and to provide a safe, clean work environment for staff and the museum’s collections. Housekeeper reports to the Housekeeping Supervisor.
- Working under the direction of the Housekeeping Supervisor, clean assigned areas of the museum facility, grounds, central plant, and offsite warehouse facility. Cleaning duties include: sweeping, mopping, waxing, vacuuming, dusting, trash removal, break room cleanup, and washing windows. Complete assigned tasks in a timely manner.
- Operate vacuum cleaner, buffer, floor polisher, floor scrubber, and pressure washer safely, using prescribed methods and cleaning chemicals.
- Maintain the museum facility to ensure all areas are clean and free from slip, trip, and fall hazards; report maintenance needs to the Housekeeping Supervisor.
- Check email and work-order system for special cleaning assignments during each shift.
- Cleaning areas immediately that are soiled due to accidents, and assist with flooding hazards, oil or chemical spills, etc.
- Assist with evacuation and emergency procedures as needed.
- Operate dishwasher, load/unload; stock kitchen supplies.
- Weekend duties are required. In addition to routine cleaning, also perform weekend inventory audit and submit to the Housekeeping Supervisor.
- Maintain confidentiality of museum non-public information.
- Perform other duties as requested and as time permits.
• High school diploma or equivalent required trade school training a plus.
• Experience in building maintenance or janitorial work required.
• Ability to work congenially with museum staff, visitors, volunteers, and vendors.
• Ability to move items up to 25 lbs.; mobility over large areas. Ability to climb and work from a step ladder.
• Operate power equipment including power washer, buffing machine, carpet cleaning machine, etc. according to established procedures and in a manner that ensures the safety of persons and objects.
• Must be responsible and flexible; able to use good judgment.
• Must be able to write, understand, and to follow written and spoken English.
• Must be able to work weekends, evenings, and holidays as necessary. Must be available for overtime work when necessary.
• Ability to understand safety procedures; must exactly follow safety regulations, which include lock-out/tag-out procedure, hazard communication program, and bio-hazard procedures.
• Be proficient with computers, able to read and print email (MS Outlook) and work order system, complete and update inventory lists.
Must be available for work any day as scheduled between the hours of 7:00 a.m. and 5:00 p.m. May be requested to assist with museum evening events as needed. Satisfactory completion of drug and background screens required. The uniform is provided. To apply, email cover letter, resume and references to firstname.lastname@example.org or send to HR Manager, Amon Carter Museum of American Art, 3501 Camp Bowie Blvd., Fort Worth, TX 76107 - fax (817) 665-4315. EEOC. (No walk-ins). The Carter Museum campus is smoke-free.
Basic Function and Responsibility
Provide assistance with museum events.
Characteristic Duties and Responsibilities
1. Assist with preparation and provide support during events including exhibition receptions, cultivation dinners, public programs, and corporate events as directed by the Museum Events Manager. Must carry and maintain radio contact when on duty.
2. Arrange tables, chairs, place settings, floral arrangements and event equipment.
3. Assist with cleanup and breakdown after the event, mindful of the special nature of the art museum environment
4. Maintain inventories of event supplies, table service, silver, linens and paper items.
5. Assist with oversight of caterers and vendors on-site.
6. Inform the Museum Events Manager of any safety hazards or repairs necessary for event equipment.
7. Assist with event-related cleaning requests.
8. Submit hours worked on timesheet for approval and payroll in a timely manner.
9. Assist with emergency and evacuation procedures if requested.
10. Other duties as assigned.
11. Maintain confidentiality.
Supervision and training is received from the Events Manager.
• High school diploma; college or trade school certification required.
• Prior VIP event experience preferred.
• Food Handler Certification required (class provided); Texas Alcoholic Beverage Commission (TABC) certificate preferred.
• Must be responsible, reliable and available to work the schedule necessary to support museum events scheduled early mornings, during the day, in the evenings and on weekends. The work schedule varies and may average five to twenty hours per week, with hours from 7:00 a.m. to 11:00 p.m.
• Must follow proper food-handling etiquette and direction regarding preparation, handling, storage and disposal of food.
• Excellent time management skills needed to perform duties according to deadlines and report to work timely when scheduled.
• Must take direction well, follow instructions, and work without supervision.
• Must be able to stoop, lift, and carry objects not exceeding 25 pounds. Job requires long periods of walking and standing.
• Must be able to read and understand museum safety instructions and signage; must follow all museum regulations and instructions.
• Good personal grooming and professional etiquette required at all times.
Note: Satisfactory completion of post-offer drug screen, physical, and Food Handlers Certification required. The required uniform and radio will be provided. The Carter Museum campus is smoke-free.
Position open until filled. Send letter of interest, employment history and references to HR Manager, 3501 Camp Bowie Blvd., Fort Worth, TX 76107 fax (817) 665-4315 or to email@example.com. EEOC.
The Amon Carter Museum of American Art is seeking a part-time employee to join the team of Visitor Services Representatives who ensure that all museum visitors feel welcome, assist them with their needs, and provide information on museum services and programs and the Cultural District and Fort Worth. The Visitor Services Representatives report to the Visitor Services Manager and are often visitors’ first contact when they enter the museum, so this role is crucial to providing visitors with a positive, memorable experience.
Primary Job Responsibilities:
Welcome patrons to the museum, demonstrating a friendly, courteous attitude toward all visitors. Offer exhibition and collection information.
Provide assistance on questions related to the museum, Cultural District, Fort Worth, and North Texas area. Know the answers to frequently asked questions and be able to find the answer to other queries when asked. Know information about various museum events, functions, and programs, including dates, times, audience, location, and museum contact.
Exhibit excellent customer service in handling all questions and comments. Maintain a log of issues and/or needs related to the museum and communicate them to the Visitor Services Manager or other appropriate staff member as soon as possible.
Serve as the museum’s ambassador for its programs and resources, such as exhibitions, membership opportunities, docent-guided tours and art carts, and Museum Store sales and specials.
Understand the building’s layout and accessibility, and help guide visitors to the easiest routes based on their needs. Help with visitor services, such as checking umbrellas, coats, and bags and providing wheelchairs. Assist Security with weather-related evacuation procedures when necessary.
Provide visitors with information about local services, such as transportation, hotels, museums, and restaurants; perform Internet research when needed to assist visitors; print directions and maps.
Maintain the assistive listening devices, ensuring they are charged and available, know how to operate them, and promote them to visitors. Report problems with devices as soon as possible to the Visitor Services Manager.
Help explain, interpret, and enforce museum policies.
Assist Visitor Services Manager with visitor studies projects.
Maintain the appearance of the Information Desk, and restock brochures at the desk and in the galleries.
Attend scheduled trainings on new exhibitions and programs, and increase knowledge about the Amon Carter’s collection, exhibitions, and history.
Maintain confidentiality regarding all sensitive museum information; other duties as assigned.
• High school diploma; college coursework and/or art background preferred.
• Friendly, courteous, engaging presence with all museum visitors, including children, families, and adults of all ages.
• Ability to provide excellent customer service whether in person, through written correspondence, or over the telephone.
• Outgoing personality willing to approach visitors without hesitation.
• Excellent communication, interpersonal, and listening skills for working with the public and museum staff.
• Ability to be prompt and dependable, behave in a mature, professional manner, and be able to use good judgment and initiative.
• Ability to inform visitors about museum polices in an educational, friendly, and non-antagonistic manner.
• Must present a neat, professional appearance.
• Ability to read and follow instructions exactly and work congenially with staff, patrons, and supervisors.
• Ability to use basic Internet and MS Word functions.
• Attention to detail and the ability to work both independently and in a team.
• Ability to work flexible hours as needed, which include weekends, evenings, and some holidays. Complete all training as required.
• Familiarity with Fort Worth, the Amon Carter, and the Cultural District preferred.
Competitive hourly pay rate; work schedule is approximately twenty hours per week (Tuesday through Sunday). Application Deadline:August 15, 2014, or until filled. Please submit letter describing your interest in the position and related skills and experience as they relate to the position, a résumé, and references to HR Manager, Amon Carter Museum of American Art, 3501 Camp Bowie Blvd., Fort Worth, TX 76107. Fax 817.665.4315 or Email firstname.lastname@example.org. (NO Walk-ins). EEOC.