• Job Description

  Req#: 80242

  The PAM CUT // Center for an Untold Tomorrow invites applications for the position of Project Lead & Assistant to the Director of PAM CUT. The Project Lead and Assistant to the Director of PAM CUT is a member of the Center of an Untold Tomorrow (PAM CUT) team that supports the Director with project management, communications, prioritization, problem-solving and high-level partnerships with artists, funders, as well as corporate and industry leaders.

  This fast paced role is responsible for project support and complex administration in a creative environment, helping to organize and support the day-to-day and long-term planning for the programmatic, curatorial, communication, business, operations and financial needs of the Director’s office and project management across PAM and PAM CUT multiple locations.

  Essential Duties & Responsibilities

  • Support the Director in key organization and administrative functions, including the day-to-day business of PAM CUT centering internal and external communication, organization, prioritization and project management in three different locations, including the Portland Art Museum, Center for An Untold Tomorrow headquarters and the building of the new Tomorrow Theater.
  • Responsible for the special project coordination of core fundraising and financial initiatives including but not limited to The Tomorrow Theatre, Director’s upcoming programs & curatorial work, and the annual fundraiser - Cinema Unbound Awards- across multiple departments. Maintains records, key data and reports for Director and Senior Team leadership.
  • Working closely with the Director and Associate Dirs. of Operation and Programing, maps out the roles varia stakeholders will play and creates responsibility matrix, as well as goals, objectives and project success criteria for each project throughout departments as it pertains to the office of the Director.
  • Keep project management documents up-to-date and organized, including but not limited to list management, tracking documents, budgets, one sheets, press releases, contact sheets, timelines, and runs-of-show for all projects, programs, special programs and initiatives.
  • Maintain project management of special projects in concert with internal PAM CUT team, development/fundraising, communications, marketing, membership and create organizational calendars, Trello and correspondence to keep multiple departments/teams accountable.
  • In direct contact with PAM CUT and PAM senior team leadership and departments, including the coordination weekly internal and PAM/PAM CUT cross-departmental meetings; Takes minutes/notes as needed and follows up on action items in reasonable time.
  • First point of contact for PAM CUT and consistently interacts with A-List international artists, filmmakers, industry executives, and high-level financial and creative stakeholders for PAM CUT.
  • Oversee the agenda and management of quarterly PAM CUT committee meetings composed of PAM Board members and national leaders in the Media Arts field, as well as all monthly subcommittee meetings.
  • Maintain multiple project schedules for short-term and long-term projects by monitoring project progress, coordinating activities, research and leading a team with project scheduling and technical needs for each project.
  • Keep “To Do” List, Staff Weekly Meetings, and Call Sheet up to date, including weekly review with the Director for prioritization.
  • Scheduling meetings on behalf of the Director. Responsible for meeting preparation and research, including set up of materials and logistics. Takes minutes/notes as needed and follows up on action items in reasonable time.
  • Prepare and organize visual and textual elements for presentations, internal communications, and meetings with the board of trustees and their committees.
  • Maintain and prioritize the director's calendar and coordinate internal and external list management with the Curatorial, Development, Communications and Membership teams.
  • Manage and track emails and correspondence for the Director; compile information for response / respond where appropriate.
  • Assist the Director during events and external meetings.
  • Manage weekly processing of invoices and purchase card transactions. Prepares reports and submits requests on the Director's behalf.
  • Professionally communicate with high-level trustees, prospects, supporters, artists, partners, government officials, curators, press contacts, and Museum staff on behalf of the Director.
  • Handle mail, deliveries and phones for PAM CUT.
  • Coordinate and manage the Director's domestic and international travel.
  • Uphold Confidentiality and protect donor privacy by exercising discretion and adhering to all standards, equity practices, ethics, and privacy rights.
  • Performs other related duties as assigned.

  
  Supervisory Responsibilities

  • Assist the Director in long term planning and the annual departmental budget.
  • Assist the Director & Associate Directors in project management for annual fundraiser.

  
  Institutional Responsibilities

  • Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability.
  • Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access.
  • Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
  • Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
  • Promote equity and inclusion goals and have a “people first” mindset.

  
  Required Knowledge & Skills

  If you have any questions along the way including wanting to talk about a non traditional career background, please reach out to HR.

  • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Anticipate needs and work proactively in a fast-paced environment with demonstrated experience in juggling multiple competing tasks and demands.
  • Experience with maintaining the highest level of confidentiality and handling sensitive material concerning the organization and the Director’s role within the organization.
  • Excellent verbal, written communication, interpersonal skills and experience with interacting and communicating with individuals at all levels of the organization.
  • Experience working independently and as a collaborative member of the PAM CUT team, and will need to be flexible to the growing needs of PAM CUT.
  • Strong computer skills, including Microsoft Office Suite, Google Workspace, CRM software, and video conferencing platforms.

  
  Education, Formal & Informal Experience, Training Required, Certification, Etc.

  • Minimum five years of progressively responsible administrative experience in arts, cultural, or other non-profit organizations is required
  • Minimum of four to five years of experience supporting senior executive leadership staff strongly preferred
  • Minimum of five years of project management experience preferred

  
  Job Conditions

  • Exempt/Salaried
  • Schedule/Hours: Monday through Friday, 9:00 AM to 5:00 PM (40 hours per week)
  • Occasional evening and weekend hours
  • Onsite with occasional work from home flexibility
  • Occasional local travel
  • On-call status
  • Extensive computer work

  
  Physical Activities

  • Continuously operates a computer and other office equipment.
  • Continuously communicates with team members.
  • Frequently sitting.
  • Continuous repetitive motions of hands/wrists and use of fingers.
  • Occasionally push/pull/lift/carry up to 20 lbs.
  • Frequently ascend/descend stairs and moves around the building, work location is 2 story with no elevator onsite.
  • This is not a complete representation of all physical requirements.
    

  Benefits

  • This role is exempt/salaried and full-time.
  • Budgeted compensation is within pay grade I ($61,006 min - $71,676 mid - $82,326 max), depending on experience.
  • Monthly cell phone stipend of $50.
  • Healthcare package: medical, dental, vision, disability, life insurance, 401K match, and flexible spending accounts.
  • Paid time off: 6 paid holidays, 2 floating holidays, vacation, sick, and bereavement leave.
  • Transportation benefits: TriMet / C-Tran / parking reimbursement account or bike to work enrollment.
  • Museum admission & lectures, programs, and gift shop discounts.
  • R.E.A.P (Reciprocal Employee Attraction Pass), providing free general admission to local destinations.
    

• About the company

  The Portland Art Museum in Portland, Oregon, United States, was founded in 1892, making it one of the oldest art museums on the West Coast and seventh oldest in the US.

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