About Us

At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law.

The Huntington

Founded in 1919, The Huntington Library, Art Museum, and Botanical Gardens is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences.

The Culture

Here we are committed to the highest of standards in all that we do – from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond. Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies. We are better together. We believe an explicit commitment to diversity, equity, and inclusion directly impacts and improves staff and audience engagement and experience.

Job Description

About the Role

This position provides administrative and logistical support to the Director of the Art Museum, and is key to establishing a collaborative, creative, and inclusive working culture that allows the Art Division team to produce its best work. This role supports the Director in day-to-day administration and involves preparing materials, conducting research, following up and tracking outstanding matters, and sensitively handling confidential information. An ability to operate within a small but busy team, to handle pressure, to be flexible and nimble, highly trustworthy, and responsible. Must be detail-oriented and an excellent communicator who can build strong working relationships with internal and external stakeholders. Excellent time management and communication skills are required, as is the ability to establish and maintain positive, productive interpersonal relationships at all levels both inside and outside The Huntington. This position reports directly to the Director.

Essential Duties

Duties for the Director:

• Manages Director’s correspondence, calendar, scheduling, meetings, all related requests, with discretion and confidentiality, and with timely response

• Evaluates incoming requests, material, responses and best possible scheduling opportunities for Director

• Works in partnership with the Director to asses requests and determine priorities; produce daily packets of briefing material for next day appointments – must be able to analyze and synthesize complex information to prepare Director for upcoming meetings

• Proactively manages and assists with scheduling and meeting logistics, including technical requirements

• Provides high level confidential support relating to the Director’s professional responsibilities

• Engages with the entire organization, especially President’s Office, HR, Finance, IT, and external partners

• Prepares expense reports for Director and supports timely execution of all finance-related items

• Administrative and logistical coordination for special projects, programs and events originating in the Art Director’s office

• Oversees and performs special projects, research assignments, and other duties as assigned

• Oversees all regular communication from the Director’s Office to staff and external constituency groups.

• Manages Director’s business travel, including reservations, itineraries, and scheduling meetings

Art Collectors' Council:

• Work cross-divisionally and with volunteer leadership to strategize annual program goals and design calendar of events

• Execute regular program of field trips to museums, artist studios and private collections

• Manage and coordinate all aspects of ACC Annual Gala acquisition event including, logistical event arrangements both on and off campus and production of associated graphic materials, such as the program booklet. Maintain close communication with curatorial and registration team regarding shipment and installation of potential acquisitions

Financial:

• Assist Director and Finance dept staff in developing annual operating budget

• Tracks targets related to annual operating budget throughout year

• Review and approve departmental invoice through WorkDay

• Review and approve departmental Pcards through WorkDay

• Process invoices through WorkDay as necessary

Board of Governors, Art Committee:

• Schedule and coordinate all aspects of quarterly meetings, including presentation rehearsals, technology requirements, special guests and related events

• Work with Art Committee Chair and Director to prepare meeting Agenda.

• Prepare and distribute materials for meetings, including Agenda, Minutes, Director’s Report and any supplementary materials

General:

• Maintain Art Division departmental calendar and track staff vacation

• Maintenance of the administrative current and back-files of the Art Collections, and periodic archiving of records

• Provide first response to public inquiries, distribute to staff as necessary

• Act a Floor Warden

• Building Maintenance: contact Facilities about lights, restroom, temperature, pests, etc.

• Other duties as assigned

Candidate Requirements and Experience

Required knowledge, skills, and abilities:

• Must have skill in working independently and following through on assignments

• Must be able to work with a high degree of confidentiality and act with discretion

• Must be flexible and collaborative

• Must have excellent verbal and written communication skills, including editing skills

• Must have the ability to perform with the highest degree of accuracy and detail

• Must be able to accomplish tasks in a timely manner

• Proficiency in the Office suite, particularly calendar management software, Word, Excel, and PowerPoint

• Knowledge of TMS, RE and WorkDay

Experience:

• BA in Art History or related field

• At least two years prior administrative support experience required, preferably at the C-level

Working Conditions

Office environment, performs work on a personal computer.

Compensation & Benefits

We provide competitive compensation, generous benefits and perks for all eligible employees including:

• Pay Range: $30-$34/hr. Negotiable and commensurate on experience.

• Medical, Dental, Vision

• 403(b) retirement plan and matching retirement plan with an outstanding employer match

• Hybrid remote work schedule available for applicable positions

• Considerable paid time off, including annual leave, sick leave, and holidays

• Discounts for staff in The Huntington Store and restaurants

• Free admission to various museums and cultural institutions

• Free passes each month to welcome family and friends to visit the grounds

The Application Process

Please submit a cover letter and CV/resume as a single PDF attachment.

You will have the opportunity to submit additional documents on the “My Experience” section of the application.

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