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Aspen Art Museum


Development & Office Administrative Assistant

General Overview:

This position provides administrative support across all departments of the AAM, with specific responsibilities within the Development and Event departments. Development/Event department duties include, but are not limited to, processing donor data, tracking guest and donor lists, and mailings. Other general office support includes directing incoming calls, greeting guests to the administrative offices, management of general office operations, and support to other departments when applicable. The focus of this position is to streamline museum processes, improve donor communication methods, and learn more about overall museum operations.

Development/Event Responsibilities:
  • Processing membership, donor, Board of Trustee, and National Council data
    • Donor database maintenance and management
    • Report processing
    • Assist in maintaining and updating Board and National Council contact information and annual Contact Book, plus Contributors’ signage
    • Tracking guest lists and RSVPs for events
    • Maintaining a high level of donor confidentiality
    • Support special events, opening receptions, meetings, and other Development programming as needed

    ##### Administrative/Office Responsibilities:
    • Answers telephones and directs callers to appropriate staff members.
    • Greets and directs visitors to the administrative offices.
    • Provides callers with general information such as museum address and hours, directions, fax number, exhibitions on view, upcoming public programs or events, museum website, and other related information.
    • Receives, sorts, and distributes incoming mail, both electronic and physical.
    • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
    • Assists in the ordering, receiving, stocking, and distribution of office supplies.
    • Coordinates service and replacement for office equipment (phones, fax, printers, copier).
    • Maintains order and organization of the office equipment area, including inventory of supplies
    • Maintains institutional calendar and employee directory.
    • Manages inventory of staff uniforms and tracks distribution.
    • Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
    • May answer routine correspondence.
    • May assemble confidential and sensitive information.
    • Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
    • Other duties as assigned.

Requirements and Qualifications:

• Bachelor’s degree from an accredited college or university.
• Strong interpersonal and collaboration skills.
• Rigorous attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Experience working with databases, standard computer applications and programs, Raiser’s Edge experience helpful.
• Desire to learn museum processes and provide feedback to improve or streamline processes
• Ability to take initiative and prioritize tasks; excellent time-management, problem-prevention, and problem-solving skills.
• Knowledge and enthusiasm for contemporary visual art, artists, museums, and exhibitions.
• Comfortable working in a fast-paced, team-oriented, open environment.

Knowledge, Skills, Abilities:

• Independent judgment to plan, prioritize, and organize a diversified workload
• Dependability, flexibility, and adaptability in a dynamic environment with a demanding schedule.
• Computer skills to complete forms and paperwork and to use email.
• Ability to read, understand, and complete written and verbal requests and work assignments.
• Ability to communicate orally and in writing.
• Ability to provide excellent customer service and conflict resolution skills.
• Ability to communicate effectively with individuals of varying social and cultural backgrounds.
• Ability to work independently as well as an integral part of the team.
• Ability to represent the museum with a high level of integrity and professionalism, adhere to museum policies, and support management decisions in a positive, professional manner.
• Physically and mentally able to perform high volume workload in a fast-paced environment while remaining flexible to ever-changing event particulars.
• Must be able to remain calm in stressful situations and help resolve complaints with tact and courtesy.
• Ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
• Ability to work evenings, weekends, and some holidays, as needed.
• Proficiency in standard computer applications and programs, e.g., MS Word, email, MS Excel, PowerPoint, and file management.
• Excellent organizational skills, attention to detail, and the ability to multitask under pressure in a fast-paced, team-oriented environment.

Hours and Work Schedule

This is a salaried position requiring availability from Monday through Friday, 9 a.m.–5 p.m. This position is exempt from the Fair Labor Standards Act and will not receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day. Occasional night, weekend or holiday scheduled work is to be expected.

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