Administrative Assistant, Director and CEO’s Office

We are Guggenheim, a global constellation of museums unlike any other in the world. Four museums on three continents, united by the power of groundbreaking art to connect us to ourselves and to each other. Since our founding in 1937, the Guggenheim has introduced, celebrated and brought to the public the newest voices and visions in modern and contemporary art. When Solomon R. Guggenheim and Hilla Rebay set out to share the joy they first experienced in discovering experimental art, they initiated the creative risk-taking that is today synonymous with “Guggenheim” throughout the world. Across the globe, each Guggenheim stands not just as a backdrop for visionary art but as masterpieces in and of themselves to experience.

SUMMARY OF POSITION:

This fixed term role, ending December 31, 2026, as the Administrative Assistant, Director and CEO’s Office, will take an active role in supporting the day-to-day directives of their supervisor including calendar management, travel coorindation, office management, and managing correspondence as well working across all departments on various projects. This role will report to the Senior Manager of Administration, Director and CEO’s Office.

SKILL AND EXPERIENCE REQUIREMENTS:

• Minimum of 3-5 years of experience in executive assistance
• Excellent organizational and time management skills
• Excellent verbal and written communications skills, with strong attention to detail.
• Flexibility and the ability to adapt to changing priorities
• Excellent attention to detail with ability to handle multiple projects in a fast-paced environment a must
• Ability to be proactive, use independent judgment and initiative
• Experience or ability to handle confidential information and material professionally
• Computer skills with knowledge of Microsoft Office Suite

KEY RESPONSIBILITIES:

Duties may include, but are not limited to, the following:

• Manage and maintain the New York Director’s calendar and serve as the central coordinator for meetings, appointments and events
• Work in tandem with other departments to schedule meetings, and gather or create meeting agendas
• Manage Director’s travel arrangements for flights, hotels and cars, including visas, custom clearances, and international health policies/testing
• Work in tandem with a team of Guggenheim coordinators and assistants to facilitate necessary communication around major and recurring events
• Maintain confidential files for the Director and CEO’s office
• Ability to handle sensitive and confidential information with discretion while maintaining the highest standards of confidentiality and professionalism.
• Manage and maintain the Director’s office at the museum
• Manage and submit the Director’s expenses monthly
• Check Director and CEO’s office mail and packages and respond with correspondence as needed
• Work with the IT department for any technical troubleshooting

WORK DEMANDS and ENVIRONMENT:

• Ability to travel within the metropolitan area as required to perform the above duties at any of the Guggenheim’s owned or leased properties upon request.
• Occasionally work may be conducted outdoors, exposure to varied weather conditions.
• Ability to work nights, weekends, holidays on occasion.
• Ability to lift at least 25 lbs.

EDUCATION:

• Bachelor’s Degree in arts administration, art history, museum studies, or similar field preferred.

CERTIFICATES, LICENSES, REGISTRATIONS: N/A

REPORTS TO: Senior Manager of Administration, Director and CEO’s Office

LOCATION: 1071 5th Avenue New York, NY 10128

WORK SCHEDULE: This is an in-person role 35 hours a week plus 1 hour for lunch. This is a fixed-term role ending December 31, 2026.

POSITION TYPE: Full-time, Non-Exempt

SALARY RANGE: $60,000 - $64,000 Annually

The Guggenheim is dedicating itself to creating paths that lead to a more inclusive and diverse institution. We encourage inquiries from applicants who will reflect the plurality of our culture and our global audience. The Guggenheim does not discriminate on the basis of age, race, creed, color, religion, marital status, gender identity and/or expression, sexual orientation, veteran status, national origin or disability status.