We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 

Working directly with the Kathleen C. Sherrerd Deputy Director for Learning and Engagement (DDLE) all areas within the Division of Learning and Engagement, the

Executive Assistant maintains a smooth, productive, and positive work environment by providing administrative and financial support and assisting with special projects. The Executive Assistant also represents the Division throughout the museum as well as with visitors and museum volunteers. In this role they serve as a bridge between the Division and internal and external colleagues and audiences.

Specifically, you will:

Support for the Deputy Director for Learning and Engagement

• Work with the Deputy Director for Learning and Engagement (DDLE) to maintain their calendar and schedule meetings with internal and external appointments

• Assist in preparation of slide decks for presentations, both internal and external; coordinate and develop presentations on behalf of the DDLE and Division

• Perform general receptionist duties, including responding to inquiries from the public

• Organizes, schedules Committee meetings and acts as primary liaison for communications, minutes, catering, invitations, media set up and presentation preparations

• Attend Division of Education staff meetings and Education Committee meetings, circulating reminders, agendas, and minutes

• Organize, format, and disseminate departmental reports for Trustee meetings, Annual Reports, and other meetings as assigned

• Organize travel and ancillary arrangements for the DDLE and Division and prepares detailed itineraries when necessary

• Provide regular oversight/responsibility for office physical environment, maintaining order, coordinating clean-ups as needed, assessing storage, and communicating with Facilities as needed

• Assist in coordination of departmental projects, including maintaining project timelines, assisting in research and ensure effective cross-departmental communication

• Sort daily mail, maintain filing, orders, and office supplies and equipment

• Monitor Education email account, responding to each inquiry in a timely manner and distributing cross-departmental inquiries accordingly

  Financial

• Create and pay invoices and track Education expenses and income

• Work with Education staff to process and place orders for art and program supplies

• Organize payroll for part-time staff and stipends for speakers, contract workers, and interns

  Support Education Division Programming

• Support reservations and scheduling for college group visits

• Coordinate the museum’s Copyist Program

• Support other Education administrative staff as needed

  Other Responsibilities

• Represent Education at cross-departmental museum meetings and committees

• Serves on the museum’s Safety Committee and as Fire Captain for Education

• Facilitate and support hiring and onboarding process for Education staff

• Assist in new Education staff orientation members with bookings, IIT needs, parking information, informational meetings with other staff as needed.

• Work as requested on special initiatives and projects

• Perform other duties as assigned

  Your background and experience include:

   

• Experience in a professional environment demanding thoughtfulness, diplomacy, and the ability to relate well to people from many different backgrounds.

• Professional demeanor, especially under pressure.

• Ability to maintain confidentiality.

• Excellent customer service skills; friendly, outgoing, and personable manner

• Strong writing and verbal skills

• Attention to detail and ability to work accurately under deadline.

• Proficiency in all Microsoft Office products, specifically Outlook, Word, Excel, PowerPoint and SharePoint. 

• Familiarity with museum reservation and financial software including Financial Edge, Raiser’s Edge, Siriusware, and Concur a plus.

• Bachelor’s degree or equivalent experience

  Position and Compensation Details

   

• The salary for this position is $50,272.

• This position is Full-Time, Exempt and 35 hours per week.

• This position reports to the Kathleen C. Sherrerd Deputy Director for Learning and Engagement

• Physical requirements:

• Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus

• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

  Institutional Requirements

   

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.

• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.

• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.

• Maintains confidentiality.

• Adheres to all museum protocols, procedures, rules, and policies.

  Application Timeline

  Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

  What We Offer

  Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

   

• Free general admission to the museum for you and your immediate family

• Discounted guest tickets for admission

• Discounts on gift memberships

• Special staff tours and presentations from our curatorial and conservation teams

• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

  We offer a comprehensive benefits package for employees including:

   

• Medical, dental, and vision benefits

• Fully paid short-term disability insurance, long-term disability insurance, and life insurance

• Health savings or flexible spending account program

• Retirement savings program with museum match

• Paid vacation, personal days, sick days, and holidays

  *Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

   

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