PURPOSE STATEMENT
- Assist the Art Director with the planning, organisation of exhibitions and all administrative matters;
- Assist in formalising new exhibitions from the permanent collections as well as formalising and managing temporary exhibitions of visiting artists.
- Drive the marketing of the museum through the website, magazine publications and social media platforms.
- Be fully involved in the activities of the Museum relating to administration, making arrangements, tours and exhibitions;
- Manage the Museum in the absence of the art director during local and overseas visits;
- Assist the art director in keeping the asset register, insurance coverage and the relocation of artworks up to date.
THE JOBHOLDER WILL BE RESPONSIBLE FOR:
FINANCIAL:-
- Determining salary costs of subordinates;
- Collection of entry fees;
- Managing and selling of publications at the Museum;
- Managing purchases for the Museum, as well as dealing with services delivered to the Museum by external institutions.
- Assist with preparation of budget and insurance renewal documents.
STAFF:-
- The jobholder will be responsible for supervising security personnel.
OTHER RESPONSIBILITIES:-
- Keeping record of artworks from three art foundations;
- Planning and setting up exhibitions;
- The administration of the relevant art foundations;
- Answering the telephone – providing information relating to art and group visits;
- Arranging invigilators’ work schedules;
- Doing guided tours with visitors – receiving and speaking to visitors;
- Routine duties such as managing petty cash, stationery and dealing with mail.
PRINCIPAL ACCOUNTABILITIES
- Monitoring documentation relating to artworks.
- Providing fully fledged secretarial services to the Art Director.
- Keeping record of the artworks from three art foundations by making use of specialised software, Logos Flow.
- Managing entrance fees.
- Managing and budgeting salaries of invigilators.
- Assisting the art director in administrative obligations, as well as with the planning and setting up of exhibitions.
- Assisting the art director with marketing of the museums.
- Fully versed in social media and able to update the museum website.
- Draw up quarterly newsletter.
- Manage museum mailing and invitation address lists.
- Doing guided tours.
- Managing the safeguarding of artworks and the building.
- Managing petty cash and stationery.
- Dealing with daily administration, correspondence and telephone calls.
- Following up and dealing with enquiries from the public relating to art.
- Managing arrangements for group visits to the Museum.
- Overseeing Museum and security personnel.
- Assisting with correspondence and other assignments as instructed by Art Director.
KNOWLEDGE, SKILLS & EXPERIENCE
KNOWLEDGE/QUALIFICATIONS:-
- Degree in Visual Arts, as well as full knowledge of museum and/or art administration.
- Administrative skills that encompass social media, computer literacy as well as financial literacy.
SKILLS:-
- Computer literacy with proven competence in MS Office. Knowledge of Logos Flow software is recommended.
- Excellent command of both English and Afrikaans. Being acquainted with a third language is recommended.
- Sound judgment and interpersonal skills.
- Must be able to work constructively in a group, as well as have the ability to take charge in the absence of the Art Director.
- Good planning and decision-making abilities.
EXPERIENCE:-
- Experience of up to 4 years in administration and art will be required. Familiarity with museums will count in favour of applicants.
THE JOBHOLDER MUST:
- Have sound knowledge of art – in order to deal with visitors’ enquiries;
- Stay up to date regarding prices at art auctions – this has an impact on the insurance of artworks.