Administrative Assistant, Exhibitions Office

Title:                   Administrative Assistant, Exhibitions office

Reports to:       Sabrina Lovett, Associate Director of Exhibitions and Collection Management

Work Schedule: Monday-Friday, 9:00am-5:00pm, 35 hrs./week

The Exhibitions & Collection Management Department reports to Associate Director of Exhibitions and Collection Management and is comprised of the following sub-departments: Preparations, Production, Design, Registration, and Exhibitions. It negotiates, plans, schedules and implements approximately fifteen special exhibitions, five permanent collection exhibitions and thirty-two rotations annually.

The Administrative Assistant works with the Exhibitions department to plan, schedule, and coordinate all phases of special exhibitions development at MFAH, ensures all internal exhibition information is kept up to date and all administrative tasks are carried out in a timely and efficient manner.

Duties, Responsibilities, tasks and support will include the following:

Department Administration:

• Manage departmental supply inventories, making purchases as necessary; coordinate mailings as needed
• Manage the calendar for the Associate Director for Exhibitions and Collections Management
• Coordinate meetings for the department (such as project meetings; quarterly meetings with Curatorial teams; monthly Installation Review meetings; quarterly Exhibitions Committee, etc)
• Reserve all exhibition and meeting activity in the Museum’s Event Management System (EMS)
• Assist in coordination of meeting notices, room reservations and set-ups, audiovisual requests, special event requests, prepare necessary meeting materials and generate meeting notes and minutes
• Perform other duties and projects as assigned by the Exhibitions department

Exhibitions and Installations:

• Manage Exhibition updates to Outlook, Exhibitions Table, Teams, website; archiving necessary files and information
• Create Exhibition Fact Sheets, compile final exhibition reports
• Receive, track, and circulate exhibition proposals to curators and prepare correspondence
• Prepare draft production schedules for each exhibition for use by the internal team
• Manage travel arrangements for the department and exhibitions-related incoming guests (individual and groups), which includes booking airfare and hotel reservations, preparing travel agendas, arranging for and distributing per diem
• Assign tasks to departmental interns and Fellow, provide training and guidance

Budget-related tasks:

• Assist with data entry for departmental expense ledgers
• Assist in creation of exhibition ballpark budgets
• Manage departmental credit card reconciliations, purchase orders and invoice modules in AX
• Preparing and issuing purchase orders and invoices for exhibitions-related expenses

Skills, Knowledge and Abilities

• Proficient with Office 365 programs including Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat
• Knowledge of TMS a plus
• Excellent organizational skills, ability to muti-task and meticulous attention to detail required
• Able to work in a proactive manner, independently and in the presence of deadlines with a high degree of professionalism and discretion.
• Must have strong communication skills (written and verbal) and be able to interact with diverse groups of people

Education and Experience

• Bachelor's Degree in a related field preferred OR a combination of education and related work experience in an office or other related environment welcome
• Experience supporting senior leadership and/or working in an arts or nonprofit environment preferred.

Equal Opportunities for All

The Museum of Fine Arts, Houston (MFAH) is committed to attracting and retaining talented individuals who can contribute meaningfully to our mission and organizational excellence. We welcome all applicants whose skills, experience, and perspectives prepare them to succeed in this role and support the Museum’s work in serving a broad public.

MFAH is an equal opportunity employer. Employment decisions are made based on qualifications, merit, and business needs, and without regard to any characteristic protected by applicable federal, state, or local law. We are committed to fair and consistent employment practices and to maintaining a professional, respectful workplace for all employees.

We recognize that no candidate meets every qualification listed in a job description. If your background and experience align with many of the responsibilities and requirements of this position, we encourage you to apply.

MFAH is committed to ensuring equal access to employment opportunities. Qualified individuals with disabilities may request reasonable accommodations to participate in the application process, interview process, perform essential job functions, and access the benefits and all other privileges of employment. Requests for reasonable accommodation may be directed to the Human Resources Department at HR@mfah.org