Group Booking Assistant - Temporary Full-time

  • New York, NY
  • Temporary
  • Experienced

The Position

Join our dedicated Visitor and Member Experience (VME) team at the premier Museum of 20th and 21st Century American Art.

The Groups Booking Assistant (GBA) will work with the Managers of Visitor and Member Experience and the Education department and be the primary contact for scheduling group visits and tours to the Whitney which includes private tours, school and access groups, internal and VIP tours, tourist groups, and non-guided visits. This position ensures all details regarding a group's visit are handled efficiently creating a positive visitor experience from initial contact through the Museum visit and departure. This position is primarily administrative, with some public-facing aspects. 

We are eager to restart in-person groups and tours and this position will have an integral role in rolling out our program. The GBA will assist with keeping our Museum community safe by ensuring visitors understand our new policies like the New York City vaccine mandate, social distancing guidelines, and face-covering requirements.

Employment will be temporary for a period of up to 6 months. 

Your Safety

At the Whitney, the safety and security of our staff and visitors is our top priority. As such, the Whitney Museum is requiring all newly hired staff members to be fully vaccinated with an FDA authorized and/or approved COVID-19 vaccine as a condition of employment. Requests for reasonable accommodations for medical, religious, or other reasons will be considered in accordance with applicable law

General Responsibilities

  • Coordinate and schedule groups and tours ensuring the best experience from point of inquiry
  • Act as an Ambassador for the Museum. Promote offerings like the Shop, membership program, and the overall exhibition program.
  • Manage the payment schedule and provide invoices and confirmations
  • Maintain previously established and new relationships with tour operators
  • Working closely with Education, Security, and other Museum Departments to ensure that tours run smoothly
  • Work autonomously with the ability to have face-to-face interactions when needed
  • Drive the analysis, design, and coordination of the process

SUPPORTING GROUP OPERATIONS

  • Process all transactions to the Museum for tours, groups, and tourism partners
  • Observe all cash management policies and procedures
  • Utilize accesso–Siriusware (Point-of-Sales ticketing system), Slack (internal communication platform), and Zendesk (cloud-based customer support software)
  • Confirm visitors understand what appropriate vaccine documentation they need to provide and PPE required prior to entering the building
  • Working knowledge of ADA requirements
  • Assist the maintenance of internal client/developer database
  • Outgoing and professional attitude and demeanor
  • Maintains strong work ethic and high level of integrity

Requirements

  • A minimum of 2-3 years of customer service experience in a public-facing environment
  • Friendly, outgoing, and professional attitude
  • CRM and database management experience
  • Excellent communication and empathetic listening skills
  • Ability to develop customer relations
  • Works well under pressure in a fast-paced environment
  • Strong working knowledge of Microsoft Office and Excel
  • Excellent attention to detail
  • Interest in arts and culture a plus
  • Bi-lingual a plus

Benefits

  • Admission to world-renowned museums across the city and nationally

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 work 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 taking 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.

COVID guidelines

The health and safety of our Museum community is the highest priority.  As such, the Whitney Museum is requiring all newly hired staff members to be fully vaccinated with an FDA authorized and/or approved COVID-19 vaccine as a condition of employment. Requests for reasonable accommodations for medical, religious, or other reasons will be considered in accordance with applicable law.

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