Director's Office Administrator

Minneapolis, MN

The Walker Art Center empowers people to experience the transformative possibilities of the art and ideas of our time and to imagine the world in new ways. In our over 125-year history, we have become one of the most celebrated art museums in the country and we are known for our innovative presentations and acclaimed collections of contemporary art across the spectrum of the visual, performing, and media arts.

The Director’s Office Administrator provides administrative support to the Executive Director’s Office and select members of the Walker Art Center’s Senior Leadership Team. Reporting to the Manager of Director’s Office & Strategic Initiatives, the Director’s Office Administrator plays a vital role in supporting the organization’s strategic goals: championing artists, centering community, and securing the long-term success of the Walker.

RESPONSIBILITIES:

Executive Director Support:

  • Manages all aspects of the Executive Director’s calendar
  • Ensures consistent hospitality practices within the Director’s Office; making arrangements for Executive Director’s guests; coordinating special Director’s Office events and programs as well as invitations issued from the Director’s Office for relevant programs and institutional events; procuring refreshments for meeting guests as needed
  • Drafts correspondences, reports, memoranda, and other written communication as requested
  • Establishes and maintains the Director’s Office electronic and physical filing systems; maintains Director’s Office contacts in Tessitura and other relevant databases
  • Manages Executive Director’s email and voicemail inbox, reviewing and prioritizing messages, responding on behalf of Executive Director as appropriate 
  • Reconciles Executive Director’s expense reports
  • Reconciles Director’s Office invoices, purchase orders, and other relevant financial documents;
  • Develops and maintains processes for ensuring timely review of correspondences and contracts requiring approval and signature from the Executive Director
  • Maintains confidentiality of sensitive information

 Board of Trustees Support:

  • Coordinates recurring Board meetings, including assembly of materials from relevant presenters and room set-ups
  • Prepares and distributes Board meeting materials, agendas, calendar invitations, and correspondences; attends Board meetings accordingly
  • Supports Senior Leadership Team members serving as Board committee staff liaisons with scheduling, tracking, and material preparation for Board committee meetings
  • Coordinates Board events as needed, including post-meeting receptions, orientations, Board dinners; ensures consistent hospitality practices for the Board of Trustees
  • In conjunction with relevant Board committee staff liaisons, supports ongoing documentation of processes and practices related to the Board of Trustees
  • Serves as primary administrator for the Board Portal, ensuring that relevant documents are regularly updated and made accessible to Trustees and senior staff
  • Maintains accurate and organized filing systems (digital and physical) for Board and committee meeting minutes, materials, and correspondences, consulting regularly with Head Archivist as to storage and archival transfers
  • Keeps Executive Director informed of Board inquiries as appropriate

QUALIFICATIONS:

  • 3 years of administrative support experience, preferably within a cultural organization setting
  • Ability to organize work, set priorities, meet critical deadlines, follow-up on assignments, and manage multiple tasks with a minimum of direction in a fast pace environment
  • A commitment to racial equity, inclusion, and access
  • Proficiency with computer and web technology including Outlook, Word, Excel, and PowerPoint applications and the capacity to learn new technologies quickly
  • A commitment to fostering a culture of radical hospitality
  • Strong analytical skills and a high degree of accuracy and attentiveness to detail
  • Easily adapt to shifting priorities and schedule changes
  • Exceptional interpersonal, verbal and written communications skills
  • Ability to establish and maintain positive and effective working relationships with diverse stakeholders including Board members, staff colleagues, external partners, vendors and consultants
  • Ability to maintain a high level of confidentiality, discretion, professionalism and a positive service attitude in all situations.
  • Must have the flexibility to work some evenings and weekends as needed

Job Specifications

  • This position is considered full-time, exempt. As an exempt position, it is not eligible for overtime pay. The minimum compensation for this role is $55,000 annually.
  • This position is/is not eligible for relocation assistance.
  • All applicants must be eligible to work in the United States without the need for employer sponsorship.

Robust benefits package, Walker membership and museum discount, and the opportunity to work alongside talented individuals and support remarkable artists, events and programming.

Vaccination Expectation The Walker Art Center’s COVID vaccination policy requires staff to be fully vaccinated or to supply a negative test every 6 days. We will consider requests for reasonable accommodations based on disability or sincerely-held religious beliefs

Walker’s DEI commitment The Walker is committed to being an employer with a staff who, at all job levels, reflects the rich diversity of the communities and audiences we serve. We are dedicated to ensuring inclusion and equity in all our employment practices. We deeply value and welcome all the unique lived experiences in our applicants and encourage anyone meeting the minimum requirements to apply.

Recruitment Timeline All positions are open until filled.