Administrative Coordinator [Glenstone Foundation, Potomac, MD]

Glenstone is now embarking upon an expansion in order to strengthen its commitment to the viewing public. The centerpiece of this project will be the construction of a new exhibition building designed by Thomas Phifer and Partners. The building will highlight a series of discrete pavilions or “rooms,” surrounding a central water courtyard, many of which will be devoted to single-artist installations. It will provide significantly expanded gallery space and state of the art collection storage. Landscape architects Peter Walker and Partners will also oversee a revised master plan of Glenstone’s outdoor landscape. Finally, the expansion will incorporate a new public entrance and visitor amenities, to support a more comfortable and rewarding visit.

• Agreement tracking, management, and organization of authors, photographers, designers and other vendors.
• Create and file object research in collection and curatorial files.
• Mailing list management, to include exhibition announcements, invitation design, mailing, and tracking, as well as ongoing maintenance of the museum-wide address book.
• Catalogue budget and timeline tracking.
• Schedule and orchestrate travel for guests and vendors.
• Work with various departmental databases (Collective Access, CRM, scheduling program), including data entry and development of reports.
• Provide administrative support for the CAO in the form of departmental expense reports, travel scheduling and monthly credit card reconciliation.
• Prepare final departmental monthly metrics report.
• Coordinate department meetings through Outlook, prepare minutes, and manage food service when applicable.
• Event production, assistance, and vendor coordination.

• Obtain quotes and purchase materials, equipment, and services.
• Management, production, and ordering of branded materials, ephemera, and stationery.
• Provide administrative support for departmental activities as needed.
• Sort, prioritize, post, and distribute mail.
• Miscellaneous registrarial assistance as assigned.
• Other duties as assigned.

• Associates degree in Business Administration or similar background.
• At least five years of work experience as an administrative assistant, supporting multiple departments.
• Proven attention to detail with organizational and time management skills.
• Experience in project management, including the management of multiple time-sensitive projects.
• Exude a positive attitude with a commitment to support a team.
• Excellent organization and communication skills.
• Advanced proficiency using Microsoft Office and database management experience.

• Two or more years working in the museum field, specifically supporting multiple departments and/or staff members.