Museum Administrative Support Assistant

The Museum Administrative Support Assistant provides confidential administrative support to museum administration and executive leadership. Responsibilities include managing scheduling and correspondence, coordinating meetings, preparing agendas and materials, and ensuring organized and effective communication. The Assistant also leads travel coordination for museum staff, artists, and guests, assisting with itineraries, reimbursement processing, and transactions within MSU systems. The role requires strong organization, attention to detail, reliability, and discretion in supporting a fast-paced museum environment. 

Duties and Responsibilities 

- Provide executive administrative support to the Museum Director, including scheduling, calendar management, and coordination of meetings. 

- Prepare agendas, assist with meeting logistics, coordinate room reservations, set up Zoom links, and support A/V and materials preparation. 

- Draft, edit, and distribute correspondence, communications, and professional documentation on behalf of the Director and administration. 

- Coordinate domestic and international travel logistics for artists, guest speakers, visitors, and leadership, ensuring compliance with MSU policies. 

- Maintain and distribute accurate itineraries, travel documentation, and welcome packets for guests and artists. 

- Assist with reimbursement and expense processing and data entry in MSU systems, including Concur and KFS, for travel related activity. 

- Maintain accurate records, filing systems, and documentation. 

- Support basic administrative HR recruitment coordination tasks such as scheduling interviews, preparing candidate packets, and maintaining confidentiality. 

-Other duties as assigned.  

- Strong administrative, communication, and time-management skills. 

- Strong attention to detail, organization, and accuracy. 

- Reliability and ability to work independently within a team environment.  

- Experience in higher education, arts, museum, or nonprofit administration preferred. 

- Experience coordinating executive scheduling, meetings, and travel. 

- Proficiency with Microsoft Office Suite and Microsoft Teams. 

- Ability to handle confidential information with discretion. 

- Familiarity with MSU systems such as EBS, Kuali, Concur, and Spartan Marketplace preferred. 

-Ability to work occassional night or weekend hours related to museum events may be requested.