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Office Manager –Museum Search & Reference

  • May 24, 2024 2:23 PM
    Message # 13361524
    Megan Eves (Administrator)

    JOB TITLE: Office Manager

    INSTITUTION: Museum Search & Reference 

    JOB LOCATION: Londonderry, NH 


    About the Institution

    Museum Search & Reference was founded by Marilyn Hoffman, the Principal of Museum Search & Reference. Marilyn’s 18 years as a museum director uniquely prepared her to create an executive search firm solely dedicated to the museum field. Museum Search & Reference has successfully placed candidates in a wide variety of museums, large and small, in large cities as well as small communities.

    Job Description:
    If you are a well-organized administrator, have some nonprofit experience and a love for museums, this Office Manager position could be a rewarding next step for your career.

    Join a mission-driven, growing executive search firm, serving museums across America with six consultants and four staff. Our mission is “finding the very best leadership for America’s museums.” Visit to learn more about our firm.

    Overall responsibility
    The Office Manager reports to the Principal and supports the work of Museum Search & Reference, its Principal and consultants, to fulfill the firm’s mission and to create satisfied clients. The Office Manager is “the glue that holds us all together.” As the key administrator keeping search steps proceeding on schedule, and as a self-starter taking care of the behind-the-scenes work that keeps the business operating smoothly and successfully, the Office Manager supervises two employees and communicates regularly with the third, the Principal, the consultants, and our clients. The Office Manager anticipates what is coming next and creates smooth procedures, systems, and services.

    Main responsibilities and duties

    • Handle office and business tasks to ensure sound business operations, such as payroll reporting, employee policies, insurance policies, state tax matters (our employees work remotely from various states), cross-training and procedure documentation, office purchases and equipment.
    • Oversee the firm’s calendar—tracking deadlines and recurring tasks and events—for search projects and general operations. Coordinate search-project calendars ensuring work is queued properly and deadlines are met.
    • Supervise and manage workflow for two office staff, including the bookkeeper. Lead, motivate, and evaluate the office team. Fill in for staff on vacation.
    • Manage relationship with outside IT consultant to ensure access to and troubleshooting for hardware and software. Help onboard new consultants and staff on use of filesharing and computer programs. Regularly update website postings.
    • Draft contracts and other documents, using and updating the firm’s templates.
    • Proofread and do final formatting of documents for clients, including proposals, job ads, and work-product deliverables.
    • Oversee scheduling and preparation of Candidate Portfolios, a main deliverable to clients.
    • Daily internal and external communications, including emails, chats, and video meetings.
    • Prepare and update HR policies. Administer employee benefits and set up trainings.
    • Prepare agendas for and create minutes for firm monthly meetings and help with logistics for other remote or onsite meetings
    • Manage document creation, templates, document retention, filing, access, and destruction.
    • Support the Principal and the consultants with needed documents, information, task reminders, and assistance.
    • Other office duties as assigned, such as selecting and shipping holiday gifts for clients.

    Qualifications and skills
    • Four or more years of office experience, preferably with a small firm or with a nonprofit organization. Museum experience or training is a plus.
    • Experience in a mid-level management role or as a supervisor of a team.
    • Writing and communication skills for business correspondence and documents. Strong proofreading skills.
    • Computer skills; comfortable using technology, programs, filesharing, and office platforms. Social media posting skills.
    • Ability and desire to connect with people, internally and externally, on a regular basis, and desire to provide excellent service to clients and candidates.
    • Helpful and positive attitude. Flexible person who enjoys working as a team, and who treats everyone, internally and externally, with respect and professionalism.
    • High school degree required. B.A. or some college preferred, or equivalent experience.

    This Position is: Remote

    Position Type: Full-Time

    Salary range: $40000 - $55000

    Benefits: Health Insurance, Paid time off, Contribution to Retirement Plan

    How to Apply
    Apply in confidence. Email: 1) Cover letter giving brief examples of past experiences and salary requirement, 2) Resumé, 3) Names and contact information of at least three references and your professional relationship, to by June 21, 2024. References will not be contacted without prior permission. Apply early—applications are reviewed on a rolling basis. Position open until filled. Nominations are welcome. Visit EO/EA. We value diversity and inclusion.

    Marilyn Hoffman,

    Job Closing Date: 6/21/2024

The Museum Association of New York helps shape a better future for museums and museum professionals by uplifting best practices and building organizational capacity through advocacy, training, and networking opportunities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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Troy, NY 12180 USA

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