• Job Description

  Req#: EmLLAhmLCR

  The Whitney Museum of American Art is seeking a Trustee Affairs Manager (TAM) to join the Director’s Office (DO) team in supporting the Museum's Board of Trustees. As liaison between the Board and the Director, this role serves as the primary point of contact for Trustees in keeping them informed and engaged around Museum priorities, programs, and events. The TAM will plan and produce successful board meetings, and serve as the key administrator and coordinator in governance matters.

  As a critical part of the DO team working with senior executives and colleagues across the museum, this role is onsite and will sometimes require flexibility in working hours, including early mornings, evenings and weekends. The Manager works in close partnership with the Director in stewarding strong Trustee relationships; the Manager also works in coordination with the Director’s Office, Advancement and Curatorial teams, General Counsel, and Management Council. This role supports and reports into the Chief of Staff.
  
  
  General Responsibilities:

  • Represent the priorities of the Director in fostering strong relationships with Whitney Trustees and their administrative support teams; serve as the primary point of contact for Trustee related enquiries and requests
  • In collaboration with Advancement team, ensure Trustees are kept abreast of Museum happenings including events, exhibition and programs, trips and studio visits, and major announcements
  • Ensure Trustees are invited to events in a timely manner
  • Create and send a Trustee ‘newsletter’ including a calendar of key dates for awareness and advanced planning
  • Manage Whitney membership program for Trustees
  • Draft Trustee correspondence on behalf of the Director for key leadership messages and announcements as needed
  • Send publications and exhibition catalogs
  • Coordinate new Trustee orientations
  • Provide onsite event support for Trustees in attendance at opening receptions, studio visits, trips and tours et al.
  • Field special requests on behalf of Trustees for a range of needs including organizing Whitney site visits and private tours for Trustees and their guests, admission to other museums and cultural organizations, exhibitions, galleries and art fairs globally, other related requests as required

  Board Cycle Management:

  • Ensure successful planning and implementation of annual board cycle including quarterly board meetings as well as standing and ad hoc committee meetings:
  • Maintain a multi-year calendar of meeting dates, agendas, strategic priorities and related workflows
  • Facilitate meeting scheduling with relevant stakeholders (internal and external);
  • Coordinate meeting preparation and create necessary materials (agendas, notes, decks, presentations, remarks);
  • Work closely with the Director and DO Team in creating Director presentations and remarks for Board meetings and related
  • Lead on all meeting logistics and preparation including catering, space booking, A/V needs, materials et al; arrange logistics for hybrid meetings including facilitating video/conference calls
  • Attend board and committee meetings; track attendance and record meeting minutes in consultation with General Counsel
  • Draft resolutions and ratifications; other Trustee administration as required
  • Prepare the Director for meetings and engagement with Trustees and their contacts, including prospective donors and board prospects

  
  
  Administration & Operations:

  • Maintain accurate and updated Trustee contacts
  • Organize and maintain files and archives including agendas, meeting minutes, committee composition and Trustee term limit tracking (CRM + MS 365)
  • Maintain and update Trustee email groups
  • Oversee the creation/publication of the Trustee handbook
  • Ensure the Trustee website/board portal is up to date and accessible to Trustees and their administrative assistants
  • Manage expense budget for Board related activities

  
  
  As part of the Directors Office Team:

  • Provide support for the day to day operations of the office in supporting the Director in successfully leading the Museum
  • Provide occasional cover and support for the Senior Executive Coordinator to the Director (answering phones, scheduling meetings, greeting guests et al.)
  • Support the Chief of Staff on select priority projects and initiatives, especially in relationship to the Board of Trustees

  
  
  The Ideal Candidate:

  • Strong emotional intelligence, self awareness and professional maturity; can remain calm under pressure
  • Highly organized
  • Excels at project management; skilled at creating processes to effectively manage and track multiple projects
  • Excellent communication skills; can distill complicated information quickly into high level summaries; excellent phone manner, including the means to address issues in a non-confrontational way, but nevertheless with warm directness; always able to find a way to get to ‘yes’
  • Strong PowerPoint skills to tell compelling stories through visually appealing presentations and decks
  • Able to recognize opportunities for improvement and make recommendations and suggestions
  • Exercises discretion and sound judgment and maintain confidentiality
  • Embraces the unexpected; you’re comfortable with change + shifting priorities

  
  
  Requirements:

  • 4+ years of administrative experience in a fast-paced, high-volume environment; experience in non-profit arts organizations preferred; demonstrated success in successfully managing donor/Trustee/VIP client-relationships strongly preferred.
  • College/University B.A. Degree
  • Technical experience: highly skilled in Microsoft 365 office suite, especially PPT; strong working knowledge of: Zoom/remote coworking software, Raiser's Edge or similar CRM platform, Concur or similar expense /invoice tracking software; familiarity with The Museum System (TMS) welcome

  
  
  Compensation & Benefits:

  • Estimated salary range of $75,000-$80,000 per annum
  • Medical, Dental, Vision, 403(B) elections
  • Generous PTO benefits
  • Commuter benefits - parking and mass transit
  • Admission to world-renowned museums across the city and nationally
  • Pet insurance and discounted membership for Citibike

  
  The advertised pay scale reflects the good faith minimum and maximum salary range for this role. The advertised pay scale is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate may be dependent on a variety of factors including, but not limited to, the candidate’s experience, education, special licensing or qualifications, and other factors.
  
  Not sure you meet 100% of our qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or take the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role.
  
  About the Whitney:
  The Whitney Museum of American Art, founded in 1930 by the artist and philanthropist Gertrude Vanderbilt Whitney, houses the foremost collection of American art from the twentieth and twenty-first centuries. From her vision arose the Whitney Museum of American Art, which has been championing the most innovative art of the United States for 86 years. The core of the Whitney’s mission is to collect, preserve, interpret, and exhibit American art of our time and serve a wide variety of audiences in celebration of the complexity and diversity of art and culture in the United States. Through this mission and a steadfast commitment to artists themselves, the Whitney has long been a powerful force in support of modern and contemporary art and continues to help define what is innovative and influential in American art today.
  
  EEO Statement:
  The Whitney Museum of American Art is an Equal Opportunity Employer. The Museum does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, partnership status, veteran status, gender (including gender identity), sexual orientation, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels. This description shall not be construed as a contract of any sort for a specific period of employment.

• About the company

  The Whitney Museum of American Art, known informally as the "Whitney", is an art museum in Manhattan.

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