Programs Assistant

ABOUT THE CENTER FOR CURATORIAL LEADERSHIP

The Center for Curatorial Leadership (CCL) trains art museum curators to assume leadership positions in the rapidly evolving cultural climate of the 21st century. Founded in 2007, CCL organizes and hosts four annual professional development programs: the CCL Fellowship for senior curators; the CCL/Mellon Foundation Seminar in Curatorial Practice for advanced PhD candidates; a partnership with the Museum of Modern Art focused on curators of modern and contemporary art from around the globe; and an ongoing Alumni Platform that connects a growing network of nearly 500 graduates from across all programs. Combining finance, strategy, and management coursework with mentorship, practicum exercises, and other activities in the field, CCL empowers participants with the skills, network, and experience necessary to assume and succeed in leadership positions. As a result of both the skills it imparts and the immense respect it enjoys in the field, CCL has an extraordinary record of empowering curators and placing its fellows in the uppermost ranks of the museum world.

CCL is at an exciting organizational moment as it enters its 20th anniversary year. As a member of the Programs Team, the Programs Assistant will play a vital role in delivering CCL’s evolving program and curriculum – including special anniversary programming – as an essential service to the field.

JOB DESCRIPTION

The Programs Assistant will support the effective planning, logistics, communications, and delivery of CCL’s annual suite of programs serving art curators across the arc of their careers – from one-off events to multi-week intensives that take place virtually, in New York City, and in cities across the country. This position will report to the Programs Manager and work closely with colleagues across the organization.

CCL is a small and highly collaborative team. As the key liaison for a high volume of interconnected programmatic activities, and the first line of communication for CCL’s participants, alumni, faculty, speakers, vendors, and colleagues, the Programs Assistant should take genuine pleasure in creating thoughtful experiences for others. The ideal candidate combines warmth with rigor: someone who is positive and gracious while also being dependable, thorough, resourceful, and capable.

As such, candidates must be highly organized and able to manage multiple, logistically complex activities simultaneously. Successful candidates will be discreet, service-oriented, and skilled communicators who take ownership of their work, communicate proactively, anticipate needs, and carry projects through to completion. Exceptional candidates will approach their work and others with kindness, respect, generosity, curiosity, and professionalism.

As an integral member of the CCL team, the essential responsibilities of the Programs Assistant will be to:

• Support the Programs Manager in the planning, logistics, and delivery of CCL’s suite of annual programs and all related activities;
• Maintain internal planning documents, project timelines, calendars, and task management systems, track deadlines and deliverables, and anticipate upcoming needs;
• Serve as the primary point of contact for program participants and invited faculty and speakers, and for vendors and other logistical and administrative programming contacts;
• Coordinate and oversee all program logistics including travel, accommodations, local transportation, scheduling, meals and catering, and other participant, faculty, and speaker needs;
• Produce program materials and draft correspondence; and
• Coordinate all programmatic communications across social media, newsletters, and press releases.

​JOB RESPONSIBILITIES

The Programs Assistant will:

• Maintain internal planning documents, project timelines, calendars, and task management systems, track deadlines and deliverables, and anticipate upcoming needs;
• Provide timely updates to the Programs Manager and other CCL staff on project status, upcoming workflow, outstanding tasks, and potential challenges;
• Support annual online application and selection processes, track deadlines, preparing review materials and spreadsheets, and coordinate selection committee calls and interviews;
• Assist with curriculum development, draft correspondence to invited faculty and speakers, and provide regular updates on the status of program schedules;
• Produce all program materials including syllabi, presenter biographies, and other program-related documents. Draft correspondence with program participants;
• Coordinate and oversee all program logistics including travel, accommodations, local transportation, scheduling, and meals and catering , and other participant, faculty, speaker, and staff needs;
• Assist the Chief Operating Officer in processing contracts, presenter agreements, invoices, tuition payments, stipend payments, and honoraria;
• Purchase programming materials and supplies and help keep equipment in working order;
• Build online program listings and assist in developing other audience-facing program materials;
• Coordinate program photography and produce graphics for digital and print use;
• Develop and execute program-specific communications, including social media posts, Mailchimp newsletters, website content, press releases, program announcements, and other audience-facing materials, in alignment with CCL’s overall communications strategy;
• With the Executive Assistant & Office Coordinator, maintain alumni contact database and track alumni and applicant metrics, including demographic information, area of art-historical specialization, university, institution, geographic location, and professional advancement;
• Present alumni and applicant data in a clear and concise manner to support internal and external reporting;
• Provide administrative and clerical support to the Development and Finance & Operations teams on an as-needed basis; and
• Due to the nature of CCL’s programmatic activities, be available for in-person work during mornings, nights, and weekends while programs are in-session, approximately 5–7 weeks per year. The position will also require occasional travel to support programs held outside New York City.

KEY REQUIREMENTS & QUALIFICATIONS

CCL welcomes applicants with both traditional and non-traditional professional experiences. A Bachelor’s degree or equivalent professional experience is required. Candidates with a demonstrated interest in arts administration, museum studies, art history, or a related field are encouraged to apply. A minimum of 3 years of work experience, or equivalent competency, in administrative, executive program, project, or special event support is preferred. Other key qualifications are:

• Exceptional organizational, time management, and project management skills;
• Ability to “manage up” through timely communication, regular status updates, proactive deadline management, and early identification of questions or challenges;
• Strong ability to anticipate needs, identify solutions, take initiative, and reliably bring tasks to completion;
• Ability to prioritize effectively, work independently, and manage multiple concurrent projects while collaborating closely with colleagues;
• Excellent interpersonal skills, emotional intelligence, and service-oriented approach, with the ability to thrive on a small team;
• Strong written and oral communication skills and attention to detail;
• Attention to professional tone and “institutional voice” in correspondence with both internal and external stakeholders;
• Experience working with cultural leaders, innovators, scholars, and other high-level professionals;
• Fluency in Mac OS, Microsoft Office, Google Workspace, and Adobe Creative Suite; Basic design/layout skills and communications experience are highly desirable;
• Familiarity with web-based platforms such as Asana, Mailchimp, Zoom, and other scheduling, event-management, and file-sharing platforms;
• Discretion, good judgment, a positive attitude, patience, and a sense of humor; and
• Openness, curiosity, and a sensitivity to the range of issues in the cultural field.

LOCATION REQUIREMENTS

At time of employment, employees are expected to be located within commuting distance of the CCL offices located in the Samuel H. Kress Foundation at 174 East 80th Street, New York, Ny 10075. “Commuting distance” means that they are located in one of the following states: New York, New Jersey, or Connecticut (the “Tri-state” areas), and able to commute to and from the office in a single day. Staff is currently working on-site 10AM-6PM Monday through Thursday, subject to change.

BENEFITS

Medical, dental, vision, and life insurance; 401(k) retirement plan with outstanding employer match; unlimited paid time off; pre-tax commuter benefit; free financial-planning services; professional development and continuing education opportunities.