Administrative Assistant to the Museum Director

About the role

Rhode Island School of Design (RISD) seeks an Administrative Assistant to the Museum Director to join The RISD Museum. The Administrative Assistant to the Museum Director is a vital support role that ensures the efficient operation of the Director's office and contributes to the overall success of the RISD Museum. This position serves as the primary liaison between the Director and various internal departments, external partners, and the broader RISD community. The Administrative Assistant will manage the Director's complex calendar, organize domestic and international travel, coordinate high-level meetings, and oversee essential administrative functions. The Administrative Assistant will also support strategic initiatives by conducting research and preparing reports to inform decision-making. The successful candidate will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Responsibilities

• Administrative Support: Oversee and manage the Museum Director's calendar, scheduling appointments and meetings while ensuring preparedness for all engagements.
• Administrative Support: Coordinate with Museum staff and Institutional Advancement to ensure the Director has the background information and briefing materials needed for donor conversations and other institutional commitments.
• Administrative Support: Manage incoming and outgoing communications, including emails, phone calls, and correspondence, acting as the initial point of contact for inquiries.
• Administrative Support: Prepare materials for the Director's use, including presentations and communications to board members and college leadership, ensuring clarity, accuracy, and appropriate tone.
• Administrative Support: Arrange domestic and international travel for the Director, including itineraries and accommodations.
• Administrative Support: Prepare travel reports, credit card settlements, and reimbursement requests on the Director's behalf.
• Meeting Coordination: Schedule and coordinate meetings for the Director's Management Team and other staff meetings, ensuring all materials are prepared in advance.
• Meeting Coordination: Create and distribute meeting agendas, minutes, and follow-up communications as needed.
• Project Assistance: Conduct research and compile reports for special projects, including strategic initiatives and museum metrics.
• Project Assistance: Help organize departmental projects, track progress, and follow up on action items to ensure timely completion.
• Project Assistance: Serve as a coordinator for assigned donor-engagement and educational programs, coordinating timelines, contributors, communications, and logistics to ensure successful delivery.
• Project Assistance: Collaborate with the Institutional Advancement team to manage and coordinate the Patron travel program, ensuring a seamless experience that aligns with the museum's engagement initiatives.
• Office Management – Record Keeping: Maintain organized files and documentation in accordance with best practices for document retention.
• Office Management – Supply Management: Monitor inventory levels of office supplies and equipment, and place orders as needed.

Requirements

• Bachelor's Degree in a related field and a minimum of five (5) years in an administrative role, preferably within a non-profit or arts organization.
• An equivalent combination of education and experience may be substituted for the