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30 Oct 2020

Full-Time Assistant to the Executive Team – Posted by Queens, New York, United States

Job Description


Position Title Assistant to the Executive Team 
Department: Administration
Reports to: Chief Operating Officer
Position Classification Full-time, Non-Exempt


About the Queens Museum:

The Queens Museum is dedicated to presenting the highest quality visual arts and educational programming for people in the New York metropolitan area, and particularly for the residents of Queens, a uniquely diverse, ethnic, cultural, and international community.

The Museum fulfills its mission by designing and providing art exhibitions, public programs, and educational experiences that promote the appreciation and enjoyment of art, support the creative efforts of artists, and enhance the quality of life through interpreting, collecting, and exhibiting art, architecture, and design.

Position Overview:

The Queens Museum is seeking a well-organized Assistant to the Executive Team (AET) to support its Executive Team. Reporting to the Chief Operating Officer (COO) and working closely with the Executive Director (ED), Director of External Affairs (DEA), and Director of Administration (DA). The AET supports the smooth running of a dynamic and fast-paced office, serving as a key liaison between the Director’s Office, Board of Trustees, staff, patrons, and external constituents. They perform a range of administrative functions including management of the Executive Director’s schedule, coordination support for events and fundraising initiatives and high-level communication with Trustees and supporters.

Interested candidates should demonstrate excellent communication and organizational skills, a commitment to a high level of detail, and a collegial, team-oriented working style. Ideal candidates will also display alignment with the mission of the Queens Museum, and an appreciation for arts, culture, and civic engagement in the Queens Borough.

Essential Functions:


  • Manages the Executive Director’s calendar, coordinates internal and external meetings (in-person and remote); prepares meeting notes and agendas
  • Arranges travel and accommodation for the Executive Director and the Executive Team and organizes visa’s and hospitality as needed.
  • Schedule annual calendar of Board meetings
  • Supports the COO with all governance (e.g. routine DCLA reporting, coordinate and update Board packets and materials, contact lists, minutes, meeting schedules and logistics).
  • Assist the Director of Administration with scheduling and routine administrative tasks 
  • Organize and maintain files and records
  • Order general office supplies


  • Assist with preparation for the Museum’s special events (galas, openings, special tours, site visits, etc.) 
  • Prepare and edit standard correspondence and acknowledgment letters
  • Support database management and maintenance
  • Assist grant writer with compiling supplemental materials for grant proposals
  • Assist in gift processing, gift tracking and reporting
  • Supports the Development Team to coordinate site rentals with museum constituencies and external clientele (caterers, corporate, individual, partner organizations, tv, film, etc.) 
  • Provide event assistance including tracking RSVPs and day-of logistics

While this list represents the essential functions of the role, this list does not constitute an exhaustive list of job functions


  • Excellent written, verbal and interpersonal communication skills 
  • Well-organized with a strong attention to detail
  • Demonstrates initiative, resourcefulness and a creative approach to problem-solving
  • Ability to manage multiple priorities and be flexible to changing demands
  • Thrives in culturally diverse settings
  • Displays a high level of support for colleagues, builds professional and respectful relationships with others
  • Adaptability and flexibility


  • Proven work experience in an administrative role
  • Relevant background or educational experience including but not limited to Arts Administration, Non-Profit management, Development and Fundraising, Business Administration 


  • Strong computer skills, proficient in Microsoft Suite and Google Suite applications
  • Proficiency with video conferencing software such as Zoom and Google Meet.
  • Language skills: Spanish, Mandarin, Korean, Bangla, ASL 
  • Residents of Queens are strongly encouraged to apply

How to apply:

  • Apply through our online careers portal
  • Submit a cover letter describing your interest in this position and a resume outlining previous work experience
  • Applications are due by Friday, November 20, 2020 at 11:59 PM (EST).
  • Please note: only candidates selected for an interview will be contacted


  • Paid Vacation, Sick & Personal Days
  • Paid Holidays
  • Medical, Dental, Vision Benefits
  • Retirement Benefits (401K savings plan, Pension plan, and Life Insurance policy)
  • Free admission to NYC Cultural Institutions Groups (CIG)s

EEOC Statement:

The Queens Museum is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, familial status, marital status, military status, sexual orientation, genetic information, HIV status, arrest record, gender identity, gender expression, transgender status, genetic information, domestic violence victim status, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.

How to Apply

How to apply:
  • Apply through our online careers portal
  • Submit a cover letter describing your interest in this position and a resume outlining previous work experience
  • Applications are due by Friday, November 20, 2020 at 11:59 PM (EST).
  • Please note: only candidates selected for an interview will be contacted

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

Job expires in 19 days.

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