Senior Administrative Assistant (DCA #4505)

New Mexico Department of Justice; Santa Fe (NM); On-site; USD 37,000 - 52,000; Full time

Job summary

The Museum of International Folk Art (MOIFA) is seeking an organized administrative professional to support the Executive Director and manage day-to-day operations. You will coordinate calendars, meetings, travel, and communications, ensuring smooth office workflow and reliable support for staff and partners.

Ideal candidates will have strong scheduling skills and proficiency with Microsoft 365, with a track record of dependable, service-oriented teamwork within a public museum setting.

Qualifications

• High School diploma or equivalent and two years work experience in office administration.
• Combination of education and/or experience may substitute for the required two years.

Responsibilities

• Provide executive and administrative support to the Executive Director, including calendar and meetings coordination, travel arrangements, correspondence, reports, mail, reception, purchasing, and other administrative needs.
• Coordinate museum venue rentals and special events, including inquiries, scheduling, client communication, payments, event logistics, policies, and museum staff coordination.

Skills

Interpersonal communication

Calendar management

Scheduling

Microsoft 365

Education

High School diploma or equivalent

Tools

Microsoft 365

Job description

For more Job Requirements & Classification Description:

INTERVIEWS ARE ANTICIPATED TO BE CONDUCTED WITHIN TWO WEEKS OF CLOSING DATE

Please visit us at www.InternationalFolkArt.org

Created in 1978 by the New Mexico Legislature, the Department of Cultural Affairs represents New Mexico's dedication to preserving and celebrating the cultural integrity and diversity of our state. The Department oversees a broad range of New Mexico's arts and cultural heritage agencies. These include 15 divisions representing a variety of programs and services.

The Museum of International Folk Art (MOIFA) shapes a humane world by connecting people through creative expression and artistic traditions. The Museum's holdings represent diverse cultures and constitute the largest collection of international folk art in the world. The core collection, donated by Museum founder Florence Dibell Bartlett and representing 34 countries, has grown to a collection of over 163,000 objects from more than 130 countries. MOIFA offers dynamic exhibitions, programs, and publications that appeal to diverse learning styles and audiences, touch the heart, engage the mind, and inspire action. We create accessible exhibitions, programming, and resources that serve the global community, including multiple perspectives that encourage further exploration of wide-ranging subjects.

Why does the job exist?

This position exists to provide essential administrative and operational support to the Executive Director and the Museum of International Folk Art, ensuring the efficient coordination of executive schedules, meetings, communications, records, events, venue rentals, and day-to-day administrative functions. The position serves as a central point of coordination among Museum staff, visitors, vendors, contractors, foundations, support groups, and external partners; maintains critical calendars, documents, and institutional information; and supports the planning and execution of meetings, fundraising activities, special events, and facility rentals. The position also strengthens organizational efficiency by documenting procedures, maintaining shared digital resources, improving administrative workflows and systems, and ensuring that information and operational processes are organized, accessible, and consistently maintained.

How does it get done?

This position:

• Provides executive and administrative support to the Executive Director, including calendar and meeting coordination, travel arrangements, correspondence, reports, mail, reception, purchasing, and other administrative needs.
• Coordinates administrative office functions and serve as a primary point of contact for staff, visitors, vendors, contractors, volunteers, and external partners; provide backup support for timekeeping and other operational functions as assigned.
• Coordinates Museum venue rentals and special events, including responding to inquiries, scheduling, client communication, payments, event logistics, policies, and coordination with appropriate museum staff.

Who are the customers?

This position serves Museum visitors, Museum staff, members, supporters, partners, friends, citizens of the state of New Mexico, with particular attention to underserved communities within our state, to help them connect with folk art traditions, including their own, as well as our national and international community of artists and institutional collaborators.

Ideal Candidate

The ideal candidate is a highly organized, dependable, and service-oriented professional with a positive, can-do attitude and a willingness to work collaboratively and selflessly in a support role. Strong interpersonal and communication skills are essential, as this position regularly interacts with Museum staff, visitors, members of the public, potential venue renters, Foundation partners, vendors, and other collaborators.

The candidate should demonstrate excellent scheduling, calendar management, follow-through, attention to detail, and the ability to manage multiple priorities while providing responsive support to the Executive Director. Strong competency with Microsoft 365 applications is important, along with an interest in learning and experimenting with new technology, project management, scheduling, and other digital tools that can improve administrative efficiency. The ideal candidate is proactive, adaptable, discreet, solutions-oriented, and committed to building positive working relationships across the Museum.

High School diploma or equivalent and two (2) years work experience in office administration. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.

Employment Requirements

Employment is subject to a pre-employment background investigation and is conditional pending results. Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification as a condition of continued employment. Must possess and maintain a valid Driver's License.

Working Conditions

Work is performed in an office setting within a public museum with exposure to Visual/Video display Terminal (VDT) and extensive phone and computer usage. Weekend and evening work attending public programs and related events may be required.

Bargaining Unit Position

This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.