The Communications Assistant will work closely with the Communications and Digital Content teams and offer integral cross department administrative support. Reporting to the Director of Communications, this role will assist with tasks relating to special exhibitions, institutional initiatives, and daily operations. 
  
The role formally reports to the Director of Communications, who oversees day-to-day management and performance, while supporting the Chief of Communications on executive priorities. Key duties include managing department phone and email channels, scheduling and tracking department meetings and project management software, assisting with film and photography shoots, helping to process and track department budgets, providing support at onsite events, and additional duties as assigned.      

Responsibilities Include:  

• Assist Chief of Comms and Content and Director of Communications with day-to-day administrative tasks that aid in the overall efficiency and productivity of the division.   
• Schedule leadership and team meetings; maintaining communications team calendar and project management software for upcoming events, editorial deadlines, production schedules, press releases, and other milestones   
• Creating presentations and agendas for meetings; notetaking at meetings and distribution of follow-up/to-do items  
• Coordinating film and photography shoots at the museum, including liaising with internal departments as necessary  
• Ordering supplies and other materials for department  
• Providing onsite support during press events, including press previews and exhibition openings, special events  
• Service media requests for images and other assets through the Museum’s general press inbox.   
• Assisting with the maintenance and updating of the Whitney Press Site  
• Responding to press requests via telephone and email  
• Updating press email lists and database in Raiser’s Edge  
• Processing invoices and other expenses; working with Director of Communications to draft and submit project and exhibition budgets.  
• Maintaining and organizing department files on the museum server   

Requirements:  

• B.A. (arts, marketing or communications degree preferred)  
• At least two years of experience working as an administrative assistant or in an arts/ non-profit organization   
• Excellent oral and written communication skills  
• Knowledge of or interest in contemporary American art  
• Ability to work independently, stay organized and handle challenging situations.   
• MS Office essential and Raiser’s Edge familiarity a plus  
• Project coordinating experience a plus including familiarity with Asana.   

Working Style & Expectations 

• Responsive, discreet, and reliable in supporting leadership and external-facing work. 
• Comfortable working across departments and adapting to shifting priorities. 
• Willingness to provide onsite support during evenings or weekends for major events, as needed. 

• Hourly range is $32.96- $35.71 and will be commensurate with experience 
• Medical, Dental, Vision, 403(b) elections 
• Generous Paid Time Off 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 is 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.

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, 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.