Department Assistant, Special Programming and Events

The Museum of Modern Art is currently accepting applications for a Department Assistant. The Department Assistant is responsible for providing administrative support to the Director of Special Events and Affiliate Programs and the Special Events Team. Provides event support for the Associate and Assistant Directors during Corporate Event Rentals, internal Museum events, and Museum benefits. This role requires flexibility to work evenings and some weekends.

Responsibilities:

• Maintains the Special Events Department database in Salesforce, including updating all contact information, organizing appropriate invitation lists using the MoMA approved protocol, routing lists for approval to departments and senior staff, tracking all responses and updating event managers, and producing final door lists.
• Manages all Museum Calendar requests, updates the Master Calendar listing all activities with the Museum’s public and private spaces and theaters as needed. Supports the Department in long-term planning of the Museum’s physical spaces in collaboration with stakeholders across the organization. 
• Works with Digital Media to update Special Programming and Events pages on moma.org.
• Updates and maintains key departmental documents, such as the Department Event Coordination Schedule, requiring constant communication with the Event Coordinator and Financial Coordinator to ensure that events are confirmed on the Museum Calendar and works with the Associate Director to assign a point person.
• Assists with all aspects of the Museum’s major fundraisers, including Party in the Garden, the David Rockefeller Award Luncheon, March Party, Film Benefit, and The Black Arts Council Benefit.
• Assists Director with events and coordinating materials for Affiliate Programs, meetings with Trustees and Corporate event sponsors, the Film Committee, and the Painting and Sculpture Committee.
• Provides support to the Event Coordinators with graphics requests, invitation project management, invitation list collection and management, RSVP tracking for internal events, creating newsletters and event marketing materials, and event staffing.
• Assists the Director and the Department in daily administrative needs, individual calendar management, office organization, scheduling and preparing materials for recurring meetings, answering phones and emails from specialevents@moma.org, providing on-site support for internal and external events as needed, and overseeing reconciliation of corporate credit card accounts for the Department.
• Represents the Special Events Department and coordinates with every Museum Department, including Membership and Development, Operations, Security, Learning and Engagement, Retail, Curatorial, Visitor Engagement, and Exhibition Production and Design.
• Assists Special Events Financial Coordinator with Museum liquor inventory, pulls, returns, and accounting for events as needed.
• Performs any other duties reasonably related to the functions described above.

Requirements:

• Bachelor’s degree and at least one to two years of related experience or equivalent combination.
• Excellent communication, written and organizational skills; strong attention to detail.
• Ability to effectively and gracefully communicate with clients and donors with maturity and confidentiality.
• Ability to work in a demanding, fast paced environment, independently prioritize and manage multiple projects at once, delivering on time. Ability to work individually as well as part of a team.
• Availability to work some early mornings, evenings and weekends. 
• Proficiency in Microsoft Word, Excel, Salesforce, and Google workspace. 

Key relationships: External Affairs, Director’s Office, Curatorial Departments, General Counsel, Retail, Security, Operations, Learning and Engagement and Exhibition Design.

Reports to:  Director of Special Programming and Events

Salary: The salary for this position is $59,424 per annum.

Application instructions: To apply, please visit MoMA Jobs.  Applicants should submit a resume and a statement of interest.

Equal Employment Opportunity Policy Statement: Equal Employment Opportunity has been, and will continue to be, a fundamental principle at the Museum, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, age, national origin, disability, pregnancy, genetic information, military or veteran status, sexual orientation, gender, gender identity or expression, marital and civil partnership/union status, alienage or citizenship status, creed, genetic predisposition or carrier status, unemployment status, familial status, domestic violence, sexual violence or stalking victim status, caregiver status, arrest or conviction record to the extent required by applicable law, credit history, or any other protected category as established by applicable law, including the New York City Human Rights Law (“NYCHRL”).

This is a unionized position at MoMA with covered employees represented by Local 2110, UAW, AFL-CIO.