Position Overview: The Administrative Assistant will work closely with the CCI Curatorial Associate, and/or Chief Curator, as needed, to complete administrative tasks and support the programs of the Green Family Foundation Caribbean Cultural Institute. These administrative tasks include, but are not limited to, submitting payment request forms; booking flights and hotel for artists, fellows and CCI guests; creating, and submitting expense reports; keeping track of programs or exhibition budgets; scheduling meetings; managing online content; assist with Caribbean art collection, exhibitions, programs, publications, and activities; liaising with and supporting CCI fellows, guest artists, partners and collaborators; assisting with research and interpretive texts, as required.

Applicants must submit a cover letter and resume for consideration.

Required Degree: Bachelor’s Degree/4-Year Degree in Art, Art History, Museum Studies, Curating, Arts administration, or related fields.

Qualifications:

• Familiarity with modern and contemporary art practices preferred.
• Knowledge of or familiarity with Caribbean art and cultural practices preferred.
• Proficiency in Spanish and/or Creole preferred.
• Excellent verbal and written communications and interpersonal skills.
• Ability to organize and prioritize work.
• Excellent time management.
• Attention to detail.
• Excellent problem solving skills.
• Proficiency in Microsoft Office Suite.
• Exceptional analytical skills to sift through data and information.
• Ability to handle sensitive information with complete confidentiality.
• Ability to adapt to changing priorities and deliver work product within strict time demands.
• Ability to work independently and efficiently on several projects simultaneously.
• Database management and Wordpress experience preferred.

Teamwork Skills:

• Be an enthusiastic, helpful and positive member of the team.
• Be professional, responsible and mature in conduct and behavior.
• Be understanding of, encouraging to and friendly with all co-workers.
• Be self-motivated and use time wisely.
• Maintain open line of communications with each department on pertinent information.
• Maintain effective communication by means of meetings and memorandums.
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands:

• Walk, bend, lift (up to 15 pounds) files, office supplies an electronic equipment.
• Finger dexterity to pick up paper and use computer keyboard.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Ability to hear in normal tones including telephone and face-to-face conversation.

Essential Functions included, but are not limited to:

• Preparing PowerPoint presentations, agendas, and other materials for different purposes.
• Process all purchase request forms (PRF) for the CCI in a timely manner and send them to Accounting.
• Responsible for travel and lodging arrangements and contacting guests/fellows to coordinate their exact dates of travel.
• Negotiate travel requests with guests/fellows.
• Ask for credit card authorization forms from hotels.
• Collect receipts for reimbursements when guest takes care of their own travel arrangements (often requires follow-up).
• Send PRF to Accounting for Per Diem in advance.
• Coordinate local transportation with guests/fellows, as needed.
• Budgets:
  • Support with budget drafting, preparation and tracking.
  • Drafting and keeping exhibition budgets up to date with guidance from CFO

• Amex Report:
  • Compile receipts and keep track of CCI-related Amex transactions each month.
  • Code each transaction in Excel and update the shared document from Accounting in Teams.
  • Cross-reference expenses with receipts and gather missing receipts.

• Schedule and support with meetings:
  • Send calendar invites with Zoom links.
  • Coordinate with participants, including external partners or participants, to settle on a time and date that works for everyone.
  • Take notes, as needed.

• Support with diverse aspects related to CCI exhibitions, public programs, activities, and the Caribbean art collection. This includes working collaboratively across departments (Registration, Education, Communications and Marketing, Development, etc.) and liaising with artists, and external partners and collaborators.
• Support with CCI Fellowship and Internship programs, including liaising with fellows, interns and local partners.
• Prepare and submit in a timely manner communications request forms (CRF) and media request forms (MRF) for the promotion of CCI-related programming and other audiovisual communication needs.
• Support with publications and the management and upkeep of the CCI website and relevant digital initiatives like the CCI highlights tour and PAMMTV initiatives. This includes but is not limited to liaising with staff members in other departments; following up with authors, editors, and translators; research, writing, and compiling artist information, as needed; and uploading text and image-based data in Wordpress.
• Manage CCI email account and maintain CCI contact list up to date.

Applicants must submit a cover letter and resume for consideration.