Bilingual Admin Assistant: Spanish​/English Art Institute

Client Overview:

Our client is a prominent cultural institution dedicated to modern and contemporary art, supporting diverse art collections and scholarly activities. They are looking to add a Bilingual Administrative Assistant (Spanish/English) to their team.

Salary/Hourly Rate:$25/hr

Position Overview:

The Bilingual Administrative Assistant (Spanish/English) provides comprehensive administrative support to the director of a specialized art institute in the Latin American Art department. This role involves managing schedules, correspondence, financial tracking, and coordination with internal and external stakeholders.

Responsibilities of the Bilingual Administrative Assistant (Spanish/English):

• Maintain calendars and schedules; prepare for meetings and handle phone communications.
• Manage departmental filing systems, mail sorting, and general office tasks.
• Process invoices, create vendor records, and track expenses using financial software.
• Reconcile credit card charges and manage travel arrangements including detailed itineraries and expense reports.
• Compose correspondence such as thank you notes and responses to artist submissions.
• Liaise with external parties including scholars, artists, lenders, and trustees on behalf of leadership.
• Gather data from various sources for supervisory use, including databases and research.
• Support meetings related to the Latin American and Caribbean Fund.
• Perform other duties related to the administrative functions described.

• Bilingual proficiency in Spanish and English is essential.
• Strong written and verbal communication skills.
• Keen attention to detail and excellent organizational abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook), Adobe Photoshop, internet research, and standard office equipment.
• Ability to work independently and collaboratively, manage multiple projects, meet deadlines, and exercise discretion and good judgment.
• Interest or knowledge in modern and contemporary art and museum work is preferred.

• Experience in the arts or museum sector is advantageous.

• Bachelor’s degree with at least 18 months of relevant administrative experience or equivalent experience in a relevant field is required.

• Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).