Administrative Assistant to the Director

Job Description Summary 

To provide high-level, multi-faceted, administrative support to the Director and key members of his Senior Staff. Reporting to the Director, this position will handle confidential, sensitive, and non-routine matters and information with confidentiality and integrity. 

For the Director, the responsibilities of the Administrative Assistant include: 

• Timely and responsive scheduling, adjusting commitments based on shifting priorities and institutional objectives. 

• Drafting correspondence and internal and public-facing documents. 

• Expense report reconciliation and processing. 

• Preparing and coordinating materials (meeting agendas, PowerPoint presentations and supporting documents) for quarterly Board and Committee meetings.  

• Coordinating VIP visits as requested. 

• Preparing selected mailings. 

• Collaborating with the Development department in planning and coordinating special events.  

For the two Senior Staff members (representing Curatorial and Exhibitions Management), the responsibilities include: 

• Responding to inquiries sent by the public to the museum’s general email address and phone line. 

• Composing exhibition-related documents and assisting in maintaining exhibition files. 

• Writing selected social media posts about artists in the collection.  

• Scheduling exhibition-related meetings. 

• Coordinating external meetings and site visits as requested. 

• Assisting with management of Teams channels for exhibitions. 

• Monitoring art auctions for potential acquisitions.  

• Making travel arrangements for artists as needed. 

• Assisting with any special projects assigned by the Director and Senior Staff.  

Qualifications 

• A bachelor's degree in Art History, Museum Studies, or English and 2 years of experience in an Administrative Assistant or comparable position. 

• Outstanding oral and written communication skills and the ability to exercise diplomacy, tact, confidentiality and sound judgment in interacting with a wide range of constituents at varying levels of an organization. 

• Experience in fast-paced environment juggling multiple time-sensitive responsibilities. 

• Strong attention to detail and accuracy in work performance while meeting deadlines. 

• Ability to work both independently and as part of a diverse and close-working team in a setting requiring initiative, strong organizational skills, entrepreneurship, flexibility, sound judgment, and being able to prioritize multiple deadlines. 

• Proficiency with Microsoft Office Suite (Teams, Word, Excel, PowerPoint, and Outlook) required.   

• Ability to learn and apply new technologies as needed.  

• Experience in arts organizations (museums preferred). 

Brandywine Conservancy & Museum of Art is an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law. We are committed to building a culturally diverse staff. 

Job Type: Full-time Non-Exempt

Pay: $45,500.00 - $50,700 per year depending on qualifications

Brandywine offers a competitive benefits package that includes paid time off (including vacation and sick/personal leave), health insurance, dental insurance, vision insurance, a 403(b) retirement plan, 403(b) matching, and life insurance.  

Please send cover letter and resume to cscholz@brandywine.org

About the Brandywine Conservancy & Museum of Art 

Established in 1971, the Brandywine River Museum of Art is situated in a beautiful setting on the banks of the Brandywine River on a 15-acre campus in the greater Philadelphia region. The Museum has a renowned collection of American art, an active exhibitions program, and an extensive array of educational activities and public programs. The Brandywine is in an exciting period of growth. A recently completed master plan laid the groundwork for a second building for the museum. Brandywine is a member of the Association of Art Museum Directors and Historic Artists’ Homes & Studios Association and is accredited by the American Alliance of Museums.