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Department Assistant, Executive Office

Where the Power of Art Engages the Spirit of Community
The Nelson-Atkins Museum of Art invites all people to explore the art in its care, and through its vast collections, the depths, and complexities of human experiences.
We strive to create a sense of belonging, where staff and volunteers can do meaningful work connecting people to art. We create an informed, invested group of staff and volunteers through shared values and open, direct, and respectful communication. We embrace IDEAS (Inclusion, Diversity, Equity, Access, and Sustainability) in every aspect of our ideals and aspirations, as we believe these values to be paramount to success.
Each staff member and volunteer will embody the institution’s commitments and agrees to exhibit behaviors that align with them. We hold one another to these expectations so that, together, we may know, own, energize and sustain our culture and the institution for generations to come.
The Department Assistant provides administrative support to the Chief of Staff and Director and is responsible for detail-oriented leadership in organizing the fast-paced activities of the executive office.
This position is expected to set a positive tone and be a role model to influence organization culture and employee morale. Must handle confidential information with discretion, communicating with both internal and external stakeholders (Board members, visitors, donors, vendors) to maintain and move work forward.
Monday - Friday 9:00 AM - 5:00 PM (flexibility in availability is required)
  1. Administrative Support – Coordinate daily office operations: incoming inquiries, meeting preparation, correspondence, document processing, supply orders, mail processing, coordinate ongoing approvals from Director’s Office.
  2. Special Projects – Assist Chief of Staff with Director’s Special Projects and Initiatives.
  3. Board Projects – Assist Chief of Staff with organization and scheduling for Director’s internal and external Board and civic appointments.
  4. Schedule and Calendar Organization – Assist Chief of Staff in management of the Director’s complex calendar including meetings, calls, presentations, board meetings, and travel. Work with internal and external participants to coordinate.
  5. Data Management – Assist with the maintenance of department files and records; track and assist in the preparation of check requests, budgets, reports, and annual documents; compile and organize data and statistics for reports.
  6. Travel Management – Organize and research travel for the Director and visiting external guests: creating itineraries, making travel arrangements, updating calendars. Process travel expense reports and check requests.
  7. Special Events – Assist Chief of Staff with all department-directed events and with museum-wide events as needed; scheduling, coordinating teams, tracking attendance.
  8. Office Concierge – Provide information, assistance, advice, and support to trustees, donors, and visitors when needed.
  9. Other – Complete all other duties as assigned or requested for the general support of the organization.
  • Degree in related area or a combination of education and experience.
  • 1 or more years of experience in a supporting administrative role. 
Core Competencies
  • Emotional Intelligence: High EQ (emotional intelligence) with experience managing and building positive relationships with cross-functional teams.
  • Inclusion: Including and integrating all people and groups; respecting people from all backgrounds and cultures; understanding, accepting, and valuing differences between people
  • Communication Skills: Ability to interact professionally with all levels of internal staff and with external stakeholders. Strong interpersonal communication skills; diplomatic and collaborative work style. Excellent public speaking skills and ability to work with multiple audiences.
  • Organization Skills: Ability to establish priorities, meet deadlines, and handle numerous assignments concurrently.
  • Financial Acumen: Maintains and applies a broad understanding of financial management principles to ensure decisions are fiscally sound and responsible.
  • Technical Acumen: Well versed in technology and/or the ability to identify the technologies that have impact on the growth and sustainability of the museum and to attain the knowledge required to leverage the power of those technologies in the daily job.
Job Family Executive Office
Salary Grade
Starting Salary Range
Grade Level 4
$18.99 - $21.38 per hour
FLSA Classification Non-Exempt
Working Conditions/Physical Requirements
Working conditions are typically that of an office environment.
While performing the duties of this job, the incumbent is occasionally required to stand; walk; sit; use hands;
Hours/Travel Expectations
Usually work a standard 5 day/35-hour week
May work evening hours for scheduled special events.
0-0% of Travel Required
The Nelson-Atkins Museum of Art invites all people to explore the art in its care, and through its broad collection, the depths and complexities of human experiences.
We welcome and provide free access to everyone to enjoy and contemplate artistic creations from 5,000 years ago to present day. We believe that art has the ability to uplift, surprise, challenge, and transform. It gives expression not only to distant cultures and times, but also to immediate voices and issues, and provides avenues for exploring the world, past and present, and for informing our future.
We nurture the people who are dedicated to the museum’s success and who care for the collection and campus, and we support and learn from our audiences and our communities. Through this, we create ambassadors for a better society. With art as our focus, the Nelson-Atkins strives to create a sense of belonging for all people.
The Nelson-Atkins is an equal opportunity employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ applicants. The Nelson-Atkins Museum of Art does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need. 
For individuals with disabilities who would like to request an accommodation, please contact the Human Resources Department.
The Nelson-Atkins Museum of Art conducts pre-employment background checks as part of our selection process.
Salary information is a general guideline only.  The Museum considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and business considerations when extending an offer.

Job Type: Full Time

Salary Range: $30,000 - 49,999