Company Description
Hello, art person! We’re so glad you’re here.
When you think of an art museum, you might picture paintings or sculptures. But art is so much more than the “traditional” forms you’re used to seeing in galleries. Nobody knows that better than Portland. Our city is bursting with all kinds of art forms–from craft beverages and comic books to artisan chocolate and collectible sneakers. There’s no one way to make art, and there’s no one way to be an art person.
That’s why you belong here. We’re a place that has room for all kinds of art (and art people).
We are a dynamic institution with multiple locations. Adjacent to the Museum campus in downtown, Portland, PAM CUT // Center for the Untold Tomorrow is an inclusive, modern, and welcoming hub serving a broad range of artists and audiences across all media art. Also nearby is the nonprofit Rental Sales Gallery representing regional artists. Across the river, in SE Portland PAM CUT’s Tomorrow Theater embraces cinematic storytelling in all its form through unique one-night-only events.
Job Description
The temporary Project Lead & Assistant to the Director of PAM CUT at PAM CUT // Center for an Untold Tomorrow supports the Director with project management, communications, prioritization, problem-solving and high-level partnerships with artists, funders, as well as corporate and industry leaders.
This fast paced role is responsible for project support and complex administration in a creative environment, helping to organize and support the day-to-day and long-term planning for the programmatic, curatorial, communication, business, operations and financial needs of the Director’s office and project management across PAM and PAMCUT multiple locations.
In this role, you will
- Support the Director in key organization and administrative functions, including the day-to-day business of PAM CUT centering internal and external communication, organization, prioritization and project management in three different locations, including the Portland Art Museum, Center for An Untold Tomorrow headquarters and the Tomorrow Theater.
- Responsible for the special project coordination of core fundraising and financial initiatives including but not limited to The Tomorrow Theatre, Director’s upcoming programs & curatorial work, and the annual fundraiser - Cinema Unbound Awards- across multiple departments. Maintains records, key data and reports for Director and Senior Team leadership.
- Specific to Cinema Unbound Awards:
- Talent & Honoree Management: Manage honoree/presenter logistics and communications from booking through event day, including contracts, travel, accommodations, transportation, materials, schedules, and overall talent experience.
- Creative & Event Deliverables: Coordinate internal and external creative partners and manage key event assets and deliverables, including the special appeal, video content, event visuals, sponsor/talent decks, and design handoffs.
- Event & Show Execution: Lead internal staffing, rehearsals, talent movement, stage and back-of-house management, and day-of show flow to ensure speakers, honorees, and event elements are in place and on schedule.
- Working closely with the Director and Associate Dirs. of Operation and Programing, maps out the roles varia stakeholders will play and creates responsibility matrix, as well as goals, objectives and project success criteria for each project throughout departments as it pertains to the office of the Director.
- Keep project management documents up-to-date and organized, including but not limited to list management, tracking documents, budgets, one sheets, press releases, contact sheets, timelines, and runs-of-show for all projects, programs, special programs and initiatives.
- Maintain project management of special projects in concert with internal PAM CUT team, development/fundraising, communications, marketing, membership and create organizational calendars, Trello and correspondence to keep multiple departments/teams accountable.
- In direct contact with PAM CUT and PAM senior team leadership and departments, including the coordination weekly internal and PAM/PAM CUT cross-departmental meetings; Takes minutes/notes as needed and follows up on action items in reasonable time.
- Serve as the first point of contact for PAM CUT and professionally communicate on behalf of the Director with high-level stakeholders, including A-List international artists, filmmakers, industry executives, trustees, donors, government officials, press contacts, and Museum staff.
- Oversee the agenda and management of quarterly PAM CUT committee meetings composed of PAM Board members and national leaders in the Media Arts field, as well as all monthly subcommittee meetings.
- Maintain multiple project schedules for short-term and long-term projects by monitoring project progress, coordinating activities, research and leading a team with project scheduling and technical needs for each project.
- Keep “To Do” List, Staff Weekly Meetings, and Call Sheet up to date, including weekly review with the Director for prioritization.
- Scheduling meetings on behalf of the Director. Responsible for meeting preparation and research, including set up of materials and logistics. Takes minutes/notes as needed and follows up on action items in reasonable time.
- Prepare and organize visual and textual elements for presentations, internal communications, and meetings with the board of trustees and their committees.
- Maintain and prioritize the director's calendar and coordinate internal and external list management with the Curatorial, Development, Communications and Membership teams.
- Manage and track emails and correspondence for the Director; compile information for response / respond where appropriate.
- Manage weekly processing of invoices and purchase card transactions. Prepares reports and submits requests on the Director's behalf.
- Handle mail, deliveries and phones for PAM CUT.
- Coordinate and manage the Director's domestic and international travel.
- Uphold confidentiality and protect donor privacy by exercising discretion and adhering to all standards, equity practices, ethics, and privacy rights.
- Performs other related duties as assigned
To be successful in this role, you have these requirements
- Five years of progressively responsible administrative experience in arts, cultural, or other non-profit organizations is required
- Minimum of four to five years of experience supporting senior executive leadership staff strongly preferred
- Minimum of five years of project management experience preferred
- Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Anticipate needs and work proactively in a fast-paced environment with demonstrated experience in juggling multiple competing tasks and demands.
- Experience with maintaining the highest level of confidentiality and handling sensitive material concerning the organization and the Director’s role within the organization.
- Excellent verbal, written communication, interpersonal skills and experience with interacting and communicating with individuals at all levels of the organization.
- Experience working independently and as a collaborative member of the PAM CUT team, and will need to be flexible to the growing needs of PAM CUT.
- Strong computer skills, including Microsoft Office Suite, Google Workspace, CRM software, and video conferencing platforms.
If you have any questions along the way including wanting to talk about a nontraditional career background, please reach out to HR.
Job conditions & physical activities
- Schedule/Hours: Monday through Friday, 9:00 AM to 5:00 PM (40 hours per week)
- Occasional evening and weekend hours
- Onsite with occasional work from home flexibility
- Occasional local travel
- On-call status
- Continuously operates a computer and other office equipment
- Continuously communicates with team members
- Frequently sitting
- Continuous repetitive motions of hands/wrists and use of fingers
- Occasionally push/pull/lift/carry up to 20 lbs.
- Frequently ascend/descend stairs and moves around the building, work location is 2 story with no elevator onsite
This list highlights key physical and environmental conditions related to the role but is not an exhaustive representation of all job requirements. Additional tasks and expectations may apply based on operational needs.
Benefits
- This role is exempt/salaried and temporary. The anticipated end date is April 2, 2027
- The budgeted compensation falls within pay grade I ($64,722.31 minimum - $75,728.15 midpoint - $86,734.00 maximum), based on experience
- Accrued sick time
- Employee discounts
Application Process for temporary Project Lead & Assistant to the Director of PAM CUT
Ready to join our team? To be considered please submit your resume, cover letter, and four references. Incomplete applications will not be considered. Application materials will be screened and interview candidates will be selected and notified by email. All applicants will be notified once the position is filled.
Application deadline
We will begin reviewing applications immediately, so please apply as soon as possible. The closing date is subject to change at any time.