• Assemble briefings, agendas and materials so the Deputy Director arrives at every meeting fully prepared.
• Support preparation for Board committee meetings including scheduling, coordination, and preparation of materials for Finance, Audit, Investment, and Building committees, in coordination with the museum’s Board liaison.
• Supports the Deputy Director’s Union and all Contract Negotiations
• Take meeting notes, track action items, and follow up to ensure commitments are met on time.
• Draft and edit presentations on behalf of the Deputy Director including coordination of inputs from across the organization as needed

• Coordinate annual government compliance filings and renewals, including charitable solicitation registrations and New York City and State ethics and lobbying filings, tracking requirements and ensuring timely completion. 
• Maintain the internal Legal SharePoint site, including contract templates, institutional policies, FAQs, and vendor terms-and-conditions resources. 
• Process vendor invoices through Concur, maintain departmental records, and assist with budget tracking. 
• Coordinate application materials for insurance renewals and additional institutional coverage needs. 
• Administer the staff Code of Ethics disclosure process and, with the General Counsel, the annual conflict-of-interest questionnaire process for Trustees and staff leadership, safeguarding sensitive disclosures and records. 
• Coordinate Audit, Finance, Investment, and Building Committee meetings with the Board liaison, including agendas, minutes, materials, and follow-up. 
• Partner with the Director’s Office on Executive and full Board meeting support and maintain professional relationships with Trustees and their offices. 
• Obtain and maintain a notary commission and provide notarization services for Museum documents. 

• Coordinate meetings of the Audit, Finance, Investment, and Building committees of the Board of Trustees including preparing agendas, minutes, and materials.
• Work with the Director’s Office to provide additional support as needed for Executive and Full Board meetings; 
• Maintain good working relationships with Trustees and their offices; 
• Working with the General Counsel, prepare and administer the Annual Conflict of Interest (COI) Questionnaire process for Trustees and Staff Leadership;

• Coordinate recruitment logistics for critical hires, including confidential candidate communications, interview scheduling, and candidate tracking. 
• Partner with Finance on tracking and reporting for art acquisition committees, including restricted funds, and coordinate timely reporting to Curatorial, Advancement, and Research Resources. 
• Support research, data gathering, project coordination, internal events, team meetings, and staff retreats; perform other duties as assigned. 

• Preparing and setting up conference rooms for meetings, including arranging materials, and technology as needed
• Greeting and directing guests upon arrival at the museum or office
• Obtaining and maintaining notary commission and performing notarizations for museum documents 
• Ordering and managing office supplies and equipment as needed
• Providing back-up administrative support across the department as needed
• Performing other duties as assigned

Confidentiality and Professional Trust 

• Confidentiality is a core responsibility of this role—not simply an administrative expectation. You will be expected to exercise careful judgment about what may be shared, with whom, and through which channels; safeguard sensitive correspondence, meeting materials, disclosures, and records; and maintain discretion in all interactions. Information must be shared only with authorized individuals in accordance with Museum policies. When authorization or handling requirements are unclear, you will seek guidance before sharing. 

• Demonstrated ability to handle highly confidential information with discretion, integrity, and sound judgment. You understand the importance of appropriate access, secure recordkeeping, and careful communication. 
• Outstanding organizational skills and attention to detail, with the ability to anticipate needs, manage competing priorities, and meet multiple deadlines independently. 
• Excellent written and verbal communication skills, diplomacy, and a collaborative approach to working with colleagues and partners at all levels. 
• Strong knowledge of office practices and procedures and proficiency with Microsoft 365, including Word, Excel, and PowerPoint, or comparable tools. 
• A bachelor’s degree is required; a master’s degree or additional relevant education is preferred. 
• A current notary commission or the ability to obtain and maintain one is required. 
• Strong quantitative and analytical skills are a plus. 

• Fixed compensation of $78,000-$80,000 per annum
• Medical, Dental, Vision, 403(B) elections
• Generous PTO benefits
• Commuter benefits - parking and mass transit
• Admission to world-renowned museums across the city and nationally
• Pet insurance and discounted membership for Citibike