MASS MoCA, one of the largest and most vibrant centers for contemporary art and performance, seeks an Administrative Assistant for Visual Arts. The Administrative Assistant job will consist of three categories: 1. Light art conservation; 2. Registrarial tasks; and 3. general clerical work for curators. The ideal candidate will be personable and task oriented with a love for detail and working knowledge of spreadsheet and database software. Because the light art conservation and care will take place during weekday, before public hours, the normal start time for this job will be 8am.
Primary responsibilities include but are not limited to:
1. Light art conservation, maintenance and cleaning
- Work with Exhibition Manager on minor conservation and gallery art checks
- Maintaining artworks daily as needed
- The skills and techniques for this work will be taught, but some studio art experience, and comfort using light hand tools, is preferred
- Occasional use of ladders may be required
- Sitting, standing and walking for long periods of time may be required
2. Registrarial support
- Assisting with registrarial and preparatory duties, including processing of art loan forms, preparation of condition reports, and filing.
- Helping to coordinate art shipping schedule.
- Working with Exhibition Manager to code expenses for exhibitions and maintain budget reports.
- Managing excel spreadsheets and databases for checklists, budgets, and shipping.
- Sourcing artist’ materials
3. Departmental clerical support
- Helping curators correspond and communicate with artists, galleries and partner organizations.
- Managing logistics for artist site visits, including transportation and housing.
- Maintain the Visual Art Department online image database.
- Reviewing and responding to unsolicited artist submissions, and requests from partner artists and institutions.
- Formatting and maintaining accurate exhibition checklists.
- Maintaining the departmental calendars, organizing and taking minutes of department meetings
- Coordinate with other museum departments and respond to basic information requests (opening and closing dates for exhibitions, updates to the website, requests for lists of past exhibitions, etc.)
- Strong personal skills, and a good communicator
- Highly organized and detail/task oriented
- Willing to work in a small, fast-changing and dynamic work environment.
- Knowledge of Excel, Word, and Google Suite; familiarity with filemaker and image-sharing systems a plus
- Bachelor’s degree and a minimum of 2 years administrative and/or museum experience
This position is a full-time (40 hours per week) benefit eligible position, with the hourly rate contingent on experience. The schedule will be mostly 8am to 4:30pm, including a half hour unpaid meal break, Monday through Friday, with flexibility needed to accommodate departmental deadlines and exhibition installation needs. Weekend and holiday work may be required.