Administrative Coordinator, Director’s Office

The Baltimore Museum of Art (BMA) seeks to fill the position of Administrative Coordinator in the Director’s Office. This integral position is responsible for a wide range of administrative activities in an exceptionally busy and fast-paced environment. The ideal candidate will be both self-motivated and able to take direction with a positive attitude and cooperative spirit.

Ranked by the Washington Post as one of the top 20 museums in the United States in 2025, the Baltimore Museum of Art is an internationally renowned museum with the world’s largest public collection of works by Henri Matisse. The BMA embodies a commitment to artistic excellence and social equity in every decision from art presentation, interpretation, and collecting to the composition of the Board of Trustees, staff, and volunteers—creating a museum welcoming to all. Serving nearly 250,000 visitors annually, the BMA is the largest art museum in Maryland and is a vibrant institution embraced as an indispensable element of community life, a vital educational resource for a broad and diverse audience, and a leader in the revitalization of the city that surrounds it. In the upcoming years, the work of the BMA will be guided and shaped by four strategic priorities: (1) Interweaving global and local histories; (2) Building a more artist-centered institution; (3) Deepening our commitment to education in all its forms; and (4) Developing greater community partnerships.

This full-time, exempt position reports directly to the Chief of Staff and Director of Board Relations; has responsibilities to the Chief Operating Officer; and works closely with colleagues across the institution and external constituents.

Responsibilities

Responsibilities include but are not limited to:

• Foster a welcoming and inclusive environment while delivering exceptional visitor service, demonstrating responsiveness to the needs and concerns of others and applying sound judgment and problem-solving skills to effectively support both internal and external stakeholders.
• Handle highly confidential and sensitive information with the utmost professionalism, discretion, and sound judgment.
• Manage the Director’s calendar, strategically orchestrating schedules, buffers, and priorities to ensure time is optimally allocated for decision-making, preparation, and success; anticipating calendar conflicts before they arise and proactively solving them.
• Support the Chief Operating Officer’s calendar as requested.
• Coordinate and support meetings and onsite engagements, including greeting and escorting visitors, preparing meeting spaces, and managing hospitality needs. Maintain oversight of hospitality and office supply inventories, ensuring materials are well stocked, organized, and aligned with executive- and visitor‑facing standards.
• Open, track, and distribute Director’s Office mail and correspondence, exercising discretion and sound judgment. Ensure confidential materials are routed appropriately for the Director’s review, and proactively keep communications moving by prompting responses, monitoring follow‑up, and closing the loop as needed.
• Maintain accurate and up‑to‑date Trustee and Director’s Office contact records in the BMA’s CRM (Raiser’s Edge) to support relationship tracking, proposal management, reporting, and leadership engagement.
• Manage end‑to‑end travel planning for the Director, arranging transportation and accommodations and producing comprehensive travel packets to ensure seamless travel and meeting readiness.
• Coordinate and support Trustee meetings and committee operations, including submitting reports and materials as directed by the Chief Operating Officer and the Director of Board Relations, and recording accurate, timely minutes for Trustee meetings as requested.
• Lead coordination for monthly all‑staff meetings, supporting the Senior Director of Human Resources and leadership with presentation materials and agenda development to ensure productive engagement.
• Attend division meetings as requested to keep the Director’s Office informed of key initiatives and communicate relevant updates and follow‑ups; this role may also support museum‑wide events as required.
• Tracking and managing Director’s Office & Board of Trustees budget - reconciling budget reports; reconciling credit card statements and submitting to finance in a timely manner; creating and tracking invoices; submitting payment requisitions.

Qualifications

• Bachelor’s degree required, preference for art, art administration, or art history, or equivalent professional experience.
• Minimum of two (2) years of administrative or office management experience, or equivalent demonstrated expertise.
• Proven ability to manage highly confidential and sensitive information with discretion, professionalism, and sound judgment.
• Strong organizational and project management skills, with the ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Fluency with technology in both museum and office settings, including an understanding of tools that support operations, communications, and workflow efficiency.
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint and Excel; as well as Zoom, experience with Customer Relationship Management (CRM) systems (Raiser’s Edge) and workflow management tools (Wrike) preferred.
• Excellent written and verbal communication skills, with a high degree of accuracy.
• Ability to work independently and exercise strong initiative, while also collaborating effectively across teams.
• Strong interpersonal skills, emotional intelligence, and sound judgment, with an interest in engaging a wide range of internal and external stakeholders.
• Highly organized with exceptional attention to detail and consistency across all responsibilities.

Benefits

The BMA is an equal opportunity employer, and all qualified applicants will receive

consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are committed to building a culturally diverse staff and strongly encourage all qualified professionals to apply.

We offer a competitive salary and a generous benefits package. For this exempt position we

offer medical, dental, vision, prescription, 403b retirement plan with match, long term

disability, flexible spending account, flexible and condensed scheduling, museum and

restaurant discounts, and reduced fee gym membership. We also offer accrued vacation,

holidays, personal days, floating holidays, and sick days and hybrid work options.

SALARY - $50,000 - $60,000 commensurate with experience

We are committed to building a culturally diverse staff and strongly encourage all qualified professionals to apply.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that any applicant meets 100% of the qualifications for a given role. Therefore, if much of this posting describes you, then you are highly encouraged to apply for this role.

Please send a cover letter with salary requirements and resume to ***email_hidden*** with “Administrative Coordinator, Director’s Office” and your first and last name in the subject line.

Incomplete application materials will not be considered.

Position will be posted until filled.

No phone calls please.

All employees must be legally authorized to work in the United States. The museum does not sponsor work visas.