Group Sales and Engagement Assistant
This position involves a critical mix of administrative and public-facing duties. The Assistant serves as a primary contact for a range of internal stakeholders and external group contacts, including teachers, group leaders, educators, tour guides, tour operators, and other partners.
This position operates on a Tuesday through Saturday schedule.
Key Responsibilities
Education and Group Bookings
- Facilitate all operational aspects of group visits, including processing bookings for self-guided tours, guided tours, school groups, community/access visits, and internal requests.
- Coordinate the scheduling process for K-12 School Groups in collaboration with the Education Department
- Send group confirmations, create invoices, and secure payments in a timely manner.
- Maintain the group ticketing and customer database (CRM), ensuring data accuracy for reporting and communication.
- Assist in meeting annual and seasonal attendance goals for academic and tour groups in support of education and earned revenue priorities
- Actively work to maximize volume to fill all available tour and visit slots; and assist with new processes and efficiencies that drive greater capacity to reach and engage group audiences
- Proactively engage with group relationships to ensure repeat visitation and enhance long-term value
- Serve as the primary point of contact, communicating effectively with teachers, educators, tour guides, and group leaders over the phone, via email, and in-person at the Museum.
- Provide itinerary recommendations, promote current and upcoming exhibitions, and proactively engage with groups before, during, and post-visit to encourage repeat visitation
- Work closely with Whitney Educators and Education staff on all school group and guided tours, ensuring alignment between booking details and tour experience
- Maintain and circulate sales and visitation reports and the comprehensive group visit calendar to key internal stakeholders.
- Assist with the group arrival process to ensure a smooth, welcoming, and seamless visitor experience.
- Provide support for after-hours events, specialized tours, and VIP experiences as needed.
- Assist with general tourism marketing and development efforts across all group segments.
- Send internal Work Orders for operational requirements related to school and group visits
- Maintain and circulate sales reports and group visit calendar to key stakeholders.
- Maintain group ticketing and customer database.
- Other duties as assigned.
Requirements:
- B.A. or relevant experience required
- 1+ years of experience in sales, customer service, hospitality, or arts organizations.
- Excellent oral and written communication skills with strong attention to detail.
- Strong organizational and administrative abilities.
- Experience working with school groups and children’s audiences is highly desirable.
- Familiarity with customer databases, CRMs, or ticketing systems.
- Ability to work a flexible schedule, including nights and weekends as needed (one day per weekend may be required).
- Bi-lingual ability is a plus.
Compensation & Benefits:
- Salary of $57,220 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
- This position may be covered by UAW Local 2110
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. 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.
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, pregnancy, partnership status, caregiver status, veteran status, gender (including gender identity), sexual orientation, genetic information, predisposition, or carrier status, arrest or conviction record to the extent required by applicable law, credit history, domestic violence, sexual violence, or stalking victim status, 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.