Curatorial Administrative Assistant

T E C Industrial Inc; Miami (FL); On-site; USD 26,000 - 29,000; Full time

Job summary

T E C Industrial Inc is seeking a Curatorial Administrative Assistant in Miami to support the Curatorial Department with payments, travel bookings, expense reporting, and budget tracking.

The role requires a Bachelor’s degree, strong communication skills, and proficiency with MS Office and Adobe Acrobat. The position emphasizes confidentiality, organization, and ability to juggle multiple tasks while coordinating across teams.

Qualifications

• Bachelor’s degree or 4-Year Degree required.
• Excellent communication and interpersonal skills.
• Ability to liaise across departments and manage multiple priorities.
• Strong time management and organizational abilities.
• Proficiency with Microsoft Office Suite and Adobe Acrobat.
• Ability to handle confidential information.

Responsibilities

• Prepare presentations, packets, checklists, and agendas for meetings.
• Process payment requests to Accounting for travel and expenses.
• Manage guest itineraries, travel bookings, and lodging for exhibitions.
• Create and reconcile invoices for travel and curatorial matters.
• Support exhibition budgets and monthly expense tracking in Excel.
• Coordinate cross-department meetings and calendar invites.

Skills

Communication

Cross-department liaison

Organization

Time management

Problem solving

MS Office

Adobe Acrobat

Budget analysis

Confidentiality

Multitasking

Education

Bachelor’s degree

Tools

Microsoft Excel

SharePoint

Teams

Job description

• Location 1103 Biscayne Boulevard,Miami, FL, 33132,United States
• Base Pay $19.00 - $21.00 / Hour
• Relocation Expense Covered No
• Employee Type Full Time
• Required Degree 4 Year Degree
• Travel 10%
• Manage Others No

Contact information

Position Overview

The Curatorial Administrative Assistant will work closely with all members of the Curatorial Department to complete administrative tasks for the department. These administrative tasks include but are not limited to submitting payment request forms, booking flights and hotel, creating, and submitting expense reports, keep track of exhibition budgets, and scheduling meetings.

Requirements

Required Degree: Bachelor’s Degree/4-Year Degree

Qualifications

• Excellent verbal and written communications and interpersonal skills.
• Ability to liaise across departments, supporting with any cross-departmental inquiries
• Ability to organize and prioritize work.
• Excellent time management and organization skills.
• Excellent problem-solving skills.
• Proficiency in Microsoft Office Suite and Adobe Acrobat
• Exceptional analytical skills to sift through budgets and quantitative information.
• Ability to handle sensitive information with complete confidentiality.
• Ability to adapt to changing priorities and deliver work product within strict time demands.
• Ability to work independently and efficiently on several projects simultaneously.

Teamwork Skills

• Be an enthusiastic, helpful and positive member of the team.
• Be professional, responsible and mature in conduct and behavior.
• Be understanding of, encouraging to and friendly with all co-workers.
• Be self-motivated and use time wisely.
• Maintain open line of communications with each department on pertinent information.
• Maintain effective communication by means of meetings and memorandums.
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands

• Walk, bend, lift (up to 15 pounds) files, office supplies an electronic equipment.
• Finger dexterity to pick up paper and use computer keyboard.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Ability to hear in normal tones including telephone and face-to-face conversation.

Summary

Essential Functions included, but are not limited to:

• Preparing PowerPoint presentations, packets, checklists, agendas, and other materials for acquisitions and curatorial meetings (E.g.: Acquisitions Committee, Collectors Council, and Fund for Black Art).
• Process all payment request forms (PRFs) to Accounting related to artist visits, Curatorial travel, and related expenses in a timely manner
• Includes guest per diem payments, artist and curator reimbursements, exhibition-related expenses, research materials, and honorarium fees.
• Create invoices for remit payments, including for hotel guest charges, traveling exhibitions, or other Curatorial matters
• Responsible for Curatorial-related travel and lodging arrangements in coordination with PAMM guests and hotel partners,
  • Including flight bookings, confirming international guests receive necessary visa paperwork, and drafting invitation letters for overseas guests.
  • Managing all invoicing for travel arrangements from hotels and related expenses.
  • Create itineraries for PAMM guest Artists and Curators in communication with Development, Education, Registration, and Marketing needs for any programming, events, press recordings, and installation schedules.
  • Communicate any long-term visitors with Security for guest clearance
• Budgets:
• Support with exhibition and Curatorial-department budget drafting, preparation and tracking with guidance from Curators, CFO, and Collections and Exhibitions Director
• Amex Report:
• Compile receipts from Chief Curator each month.
• Code each transaction in Excel and update the shared document from Accounting in Teams.
• Cross-reference expenses with receipts and gather missing receipts for each month
• Schedule and support meetings:
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• Send calendar invites with Teams or Zoom links for Curators or department meetings when necessary.
• Coordinate across participants to schedule meetings
• Ask for Agenda Items in advance of meetings
• Support with weekly Curatorial Department Meeting (Thursdays)
• Support with monthly Cross-Departmental meetings, including with Education, Development, and Collections & Exhibitions (C&E) overall
• Organize the materials for past and upcoming exhibitions using Sharepoint, including checklists, images, wall texts, and object labels.
• Updating the finalized information to PAMM’s network for archival reference
• Support incoming requests for images and credits.
• Manage the All-Staff Exhibitions Calendar
• Ensuring all exhibition dates and assigned Curator, Registrar, and Prep member are accurate
• Including any finalized supporting documents to the Excel, along with the Curatorial Assistant.
• Update TMSC software alongside Collections Manager for artist biographies, PAMM exhibitions and their venues, web description materials, credit lines, and didactics.
• Coordinate with Communications department Content Manager to create webpages for upcoming exhibitions, no later than 3 months before an opening.
• Communicating with PAMM’s Associate General Counsel for image clearance
• Ensuring all web exhibition credit lines and sponsors are updated as necessary with the Curatorial Assistant
• Handle incoming image credit requests with Associate General Counsel for PAMM installation images and artworks. Support follow-up and file sharing.
• Respond or direct email inquiries sent to the general Curatorial Department email
• Acquisitions Meetings
• Assist in conversations for offered works of art, pending Curatorial discussion
• Organize all considering offers and related-materials, including artist decks, CVs, high-resolution images, and donor questionnaire forms
• Follow all incoming artwork offers, flagging for any missing information or discrepancies
• Prepare materials for the meeting including calendar invitations and reminders, catering, object checklist, research packets, and PowerPoint presentation, with information provided from Curators
• Liaise with Events and Registration department to ensure dates are available. Present meeting to Operations meeting.
• Handle the meeting minutes and agenda, to be reviewed by Legal Counsel.
• Collectors Council Presentations
• Prepare all materials for Collectors Council including research packets, checklist, and PowerPoint presentation
• Create or proof presentations and printed materials for PAMM events, meetings, and affiliate groups, for accuracy as it relates to exhibition dates and titles, image photography, and Curatorial style guide. Events include:
• Education’s Program Committee Meetings
• PAMM International Women’s Committee (IWC) Spring Tea & Luncheon