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Wednesday, November 13th, 2019

Carnegie Museums of Pittsburgh job in
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Executive Assistant – Carnegie Museums of Pittsburgh – Pittsburgh, PA

Company: Carnegie Museums of Pittsburgh

Location: Pittsburgh, PA

  • Full Time

Carnegie Museums of Pittsburgh

Carnegie Museum of Art creates experiences that connect people to art, ideas, and one another. We believe creativity is a defining human characteristic to which everyone should have access. CMOA collects, preserves, and presents artworks from around the world to inspire, sustain, and provoke discussion, and to engage and reflect multiple audiences.

Carnegie Museum of Art is arguably the first museum of contemporary art in the United States, collecting the “Old Masters of tomorrow” since the inception of the Carnegie International in 1896. Today, the museum is one of the most dynamic major art institutions in America. Our collection of more than 30,000 objects features a broad spectrum of visual arts, including painting and sculpture; prints and drawings; photographs; architectural casts, renderings, and models; decorative arts and design; and film, video, and digital imagery. Through our programming, exhibitions, and publications, we frequently explore the role of art and artists in confronting key social issues of our time, combining and juxtaposing local and global perspectives. With our unique history and resources, we strive to become a leader in defining the role of art museums for the 21st century.

Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

Carnegie Museum of Art invites motivated and organized non-profit administrators to apply to join our team of museum professionals. The EXECUTIVE ASSISTANT, Carnegie Museum of Art Director’s Office, is responsible for performing diversified secretarial, clerical, and administrative functions, all to ensure an efficient and effective flow of work within the Director’s Office (including Director, Deputy Director, and Director of Finance).

This is a Full-Time Position.

Please include a cover letter highlighting your qualifications and experience. The cover letter and resume should be saved as one file and uploaded with your application.


  • Minimum of Associate’s degree in business administration, or the equivalent combination of education and experience required. Bachelor’s degree in related field preferred.
  • Minimum three (3) years’ experience in a non-profit environment, primarily with executive-level administrative support responsibilities required
  • Advanced proficiency with MS Office required


  • Excellent organizational, interpersonal and communication skills required
  • Highly organized, flexible and resourceful while remaining able to set and carry out short/long-term goals required
  • Strong time management skills required
  • Excellent calendar management skills, including travel and meeting logistics
  • Persistent project manager with strong follow-up capabilities
  • Professional, tactful and collaborative in working with staff, Board members, patrons, artists and colleagues from diverse backgrounds; including ability to use discretion and preserve confidentiality when required
  • Self-motivated with initiative to complete tasks as assigned as well as being able to thoughtfully consider process improvements to overall department functionality

Work is primarily sedentary in nature; no special demands are required


  • Prepare, copy, collate, and organize meeting materials for Board and internal/external meetings and appointments, including agendas, itineraries, reports, summaries, presentation materials, and other relevant documentation;
  • Attend required meetings, record, edit and finalize meeting minutes, and distribute in an accurate and timely fashion;
  • Coordinate meeting and departmental special event logistics, including reserving meeting spaces, arranging food and beverage service, AV requirements/equipment, photography, and other necessary arrangements;
  • Provide general secretarial support to Director, Deputy Director, and Director of Finance, including in-bound calls, mail, daily calendars, schedules/appointments, travel, expense reports, procurement cards, department invoices/expenses, and maintenance work-orders;
  • Edit, proofread, write email, invitations, letters, reports, proposals, memos, and correspondence (interoffice, inter-departmental, Board members, other friends of the Museum);
  • Prepare presentations and reports;
  • Sort, file, and maintain manual files and related correspondence;
  • Maintain overall staff office supply inventory and perform other administrative duties to assure smooth office operations.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:

  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check

Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.


The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities. An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job. When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below. Please note that the following guidelines are non-exhaustive. If you have any questions or need additional guidance, please contact Human Resources.

A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential.

B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function? The need for special expertise is an indication of an essential function.

C. Does the position exist, at least in part, to perform the function? If so, the function is more likely to be essential.

D. How much time is spent performing the function and how often? Note that even functions performed 10% of the time could be essential if they are required on a regular basis.

E. Would elimination of the function fundamentally alter the job? If so, the function is more likely to be essential.

F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.

G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it? If so, it is more likely to be essential.

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