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 self‑motivated, take direction with a positive attitude, and work cooperatively with others. Ranked by the Washington Post as one of the top 20 museums in the United States in 2025, BMA is an internationally renowned museum with the world’s largest public collection of works by Henri Matisse. BMA embodies a commitment to artistic excellence and social equity in every decision, serving nearly 250,000 visitors annually. The museum is guided by strategic priorities that interweave global and local histories, center the artist, deepen education, and expand community partnerships. Responsibilities Foster a welcoming and inclusive environment while delivering exceptional visitor service, applying sound judgment and problem‑solving skills to support internal and external stakeholders. Handle highly confidential and sensitive information with 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. 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. Open, track, and distribute Director’s office mail and correspondence, exercising discretion and sound judgment. Maintain accurate and up‑to‑date Trustee and Director’s office contact records in 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. Coordinate and support Trustee meetings and committee operations, submitting reports and materials, and recording accurate, timely minutes for Trustee meetings. Lead coordination for monthly all‑staff meetings, supporting the Senior Director of Human Resources and leadership with presentation materials and agenda development. Attend division meetings as requested to keep the Director’s office informed of key initiatives and communicate relevant updates and follow‑ups; support museum‑wide events as required. Track and manage Director’s office and Board of Trustees budget, reconciling reports, credit card statements, invoices, and payment requisitions. Qualifications Bachelor’s degree required, preference for art, art administration, 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 and professionalism. 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 tools that support operations, communications, and workflow efficiency. Advanced proficiency in Microsoft Office Suite, particularly PowerPoint and Excel; experience with Zoom, 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 stakeholders. Highly organized with exceptional attention to detail and consistency across all responsibilities. Benefits Competitive salary and generous benefits package. Medical, dental, vision, prescription plans. 403(b) retirement plan with match. Long‑term disability, flexible spending account. Flexible and condensed scheduling. Discounts on museum and restaurant visits, and reduced fee gym membership. Accrued vacation, holidays, personal days, floating holidays, and sick days. Hybrid work options. Salary $50,000 – $60,000, commensurate with experience. Equal Opportunity BMA is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, 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. Position will be posted until filled. #J-18808-Ljbffr