Curatorial Administrative Assistant
Overall curatorial and administrative support
The Arts Department at Wave Hill seeks a motivated, organized and enthusiastic Curatorial Administrative Assistant to join a small team consisting of the Director of Arts & Chief Curator, Curator of Visual Arts, Curator of Performing Arts and two part-time Gallery Greeters. This entry-level position provides significant administrative, communications, research and development support on projects that encompass exhibitions in three locations, Glyndor Gallery, Wave Hill House and on the grounds of Wave Hill—and a number of different programs, including the Sunroom Project Space, the Winter Workspace residency program, arts-related public programs, indoor and outdoor concerts and performances.
The Curatorial Administrative Assistant reports directly to the Director of Arts and works closely with the Curator of Visual Arts and Curator of Performing Arts, who also assign projects and tasks as necessary. The position provides a direct opportunity to participate in all aspects of administering curatorial production in a small, dynamic department in the context of a public garden.
How to Apply
Interested candidates should email a cover letter, resume, writing sample—five pages maximum—and three references, along with contact information. Please include “Curatorial Administrative Assistant” in the subject line.
Applications will be reviewed on a rolling basis until the position is filled, and only those receiving an interview will be contacted.
These include, but are not limited to:
- Assist the Director of Arts & Chief Curator and support the curatorial team.
- Provide administrative support organizing tasks and workflow, as well as interdepartmental communications, using project management software such as Basecamp, Teams, Excel spreadsheets and other tools.
- Assist with general correspondence by phone, email and outgoing mail; manage calendars, including setting meetings for curatorial team; manage Arts production timelines on Outlook, Teams, Altru (a CMS suite of services and solutions); assist with database management and capturing data for reports.
- Manage accounts payable: process check requests and honorariums; track payments and maintain expense spreadsheets.
- Work with Curator of Visual Arts on registrar duties, including arranging shipping and handling, scheduling installation/de-installation, processing loan forms, condition reports, and exhibition checklists.
- Provide administrative and logistical support for performing-arts productions;
- Manage office systems, files and supplies; order office, exhibition and program supplies; and maintain inventory lists.
- Work with art staff to recommend and improve, streamline, and manage filing and library systems both online and in print.
- Organize artist, exhibition and other files, as well as archives for department;
- Serve as a liaison with departments across the organization in support of programming and promotional materials.
- Additional administrative and programmatic tasks may be assigned as necessary.
- Participate in curatorial planning; organize and maintain exhibition production calendar.
- Work on exhibitions in close collaboration with the Director of Arts and other curators.
- Participate in selecting artists for residency and exhibition programs: conduct research, studio visits and coordinate selection committees.
- Engage directly with artists and the public; lead exhibition tours for the public and organized groups of adults and families; support gallery greeters with occasional gallery coverage as needed.
- Coordinate Winter Workspace program (WWS) logistics, which includes, but is not limited to, posting opportunities, managing SlideRoom application tracking and management, correspondence, calendars and organizing WWS orientation, field trips and open studios.
- Writing responsibilities include participating in drafting, editing and proofreading exhibition labels, signage; conducting artist interviews for promotional materials online and in print (e.g.: exhibition cards, publications, website content, eblasts, social media posts); and prepare copy and images and submit to Marketing on deadline.
- Assist with organizing visual and performing arts talks, panels, concerts, performances and other events.
- Recommended education: BA in Art History, Museum or Curatorial Studies, Arts Administration or related major—or equivalent experience working in a gallery and/or arts organization.
- Knowledge of contemporary art and diverse artistic practices.
- Strong project-management skills with prior administrative and curatorial experience and/or commensurate exhibition/project management experience in a gallery, museum or nonprofit organization.
- Strong writing, research and communication skills with attention to detail in drafting and proofing didactic, exhibition and marketing materials; comfortable speaking in public.
- Motivated, organized and enthusiastic approach to managing several projects simultaneously, establishing priorities and meeting deadlines.
- Knowledge of and comfort with computer systems such as Microsoft Office Suite, Excel spreadsheets, Adobe Creative Suite, PowerPoint, and Google Office Suite, as well as social media and video conference platforms. Experience using content management systems a plus. (Wave Hill uses Altru.)
Salary and Schedule
Fixed compensation is $40,000 per year. This is a permanent, full-time position with excellent benefits. Office hours are Monday–Friday, 9AM–5PM, with occasional work-hour evenings and weekends. A hybrid work schedule is available after four weeks of employment.
Major medical, dental, vision, life insurance, commuter benefit, 401k and pension, three weeks’ vacation, sick days and personal days.
Diversity, Equity and Inclusion at Wave Hill
We acknowledge that it is unlikely someone will meet 100% of the qualifications and that women and people from underrepresented groups often do not apply to jobs or internships unless they do. If most of this description sounds like you and you think you would excel in this role, we strongly encourage you to apply. Whether you are new to the field, returning after a gap in employment or hoping to advance to a new stage in your career, use your cover letter to highlight your relevant professional experience, interest in this role and the expertise you have to succeed in the role.
Wave Hill is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Wave Hill is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, programs, and activities. To request a reasonable accommodation, contact firstname.lastname@example.org.
The hiring salary range is dependent on the scope of work and responsibilities of the position. Salaries offered to candidates are based on numerous factors, including, but not limited to, the candidate’s experience, skills, training and certifications, education and other factors in addition to the scope of responsibilities of the specific position.
Installation view of Camille Hoffman, Las Américas (en el hogar)/Americas (in the hearth), 2019, in Here We Land exhibition at Wave Hill. Photo: Stefan Hagen.