Curatorial Administrative Assistant

• Location 1103 Biscayne Boulevard,Miami, FL, 33132,United States
• Base Pay $19.00 - $21.00 / Hour
• Relocation Expense Covered No
• Employee Type Full Time
• Required Degree 4 Year Degree
• Travel 10%
• Manage Others No

Contact information

The Curatorial Administrative Assistant will work closely with all members of the Curatorial Department to complete administrative tasks for the department. These administrative tasks include but are not limited to submitting payment request forms, booking flights and hotel, creating, and submitting expense reports, keep track of exhibition budgets, and scheduling meetings.

Required Degree:
Bachelor’s Degree/4-Year Degree

• Excellent verbal and written communications and interpersonal skills.
• Ability to liaise across departments, supporting with any cross-departmental inquiries
• Ability to organize and prioritize work.
• Excellent time management and organization skills.
• Excellent problem-solving skills.
• Proficiency in Microsoft Office Suite and Adobe Acrobat
• Exceptional analytical skills to sift through budgets and quantitative 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.

• 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.

• 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.

• Preparing PowerPoint presentations, packets, checklists, agendas, and other materials for acquisitions and curatorial meetings (E.g.: Acquisitions Committee, Collectors Council, and Fund for Black Art).
• Process all payment request forms (PRFs) to Accounting related to artist visits, Curatorial travel, and related expenses in a timely manner
• Includes guest per diem payments, artist and curator reimbursements, exhibition-related expenses, research materials, and honorarium fees.
• Create invoices for remit payments, including for hotel guest charges, traveling exhibitions, or other Curatorial matters
• Responsible for Curatorial-related travel and lodging arrangements in coordination with PAMM guests and hotel partners,
  • Including flight bookings, confirming international guests receive necessary visa paperwork, and drafting invitation letters for overseas guests.
  • Managing all invoicing for travel arrangements from hotels and related expenses.
  • Create itineraries for PAMM guest Artists and Curators in communication with Development, Education, Registration, and Marketing needs for any programming, events, press recordings, and installation schedules.
  • Communicate any long-term visitors with Security for guest clearance
• Budgets:
• Support with exhibition and Curatorial-department budget drafting, preparation and tracking with guidance from Curators, CFO, and Collections and Exhibitions Director
• Amex Report:
• Compile receipts from Chief Curator 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 for each month
• Schedule and support meetings: