Deputy Director, Operations and Administration

Position:             Deputy Director, Operations and Administration

Location:            New York

Department:       Arts & Culture

Reports to:         Vice President for Arts & Culture and Director, Asia Society Museum

FLSA Status:      Exempt

Job Type:            Full -Time

Compensation:  $85,000 - $100,000

SUMMARY:

The Deputy Director, Operations and Administration, manages the day-to-day activities of the Arts and Culture and Asia Society Museum team, creates and enforces policies and internal communications mechanisms that ensure the team operates in a uniform and efficient manner, commensurate with the vision and direction of the VP, Arts and Culture. The Deputy Director deputizes and works closely with the team to ensure integration between the visual arts, performing arts, film and literary programs. In close coordination with the VP of Arts and Culture, s/he will manage the strategic planning, long-term forecasting, goal setting, implementation, budgeting, operations, and evaluation of all Arts & Culture initiatives. S/he will also play a key role assisting VP, Arts and Culture to represent the Arts & Culture division within Asia Society.

RESPONSIBILITIES:

Operations, Planning, and Budget Management

  • Coordinate with the VP, Arts & Culture to manage the division’s operations including strategic planning, goal setting, monitoring, and evaluation;
  • Prepare work plans and annual and project budgets; engage in budgetary forecasting and long-term forecasting; ensure that long-term strategic planning is guided by realistic projections, including examining historic and projected trend lines in both costs (e.g., staffing, direct research, indirect costs) and revenues;
  • Together with the VP, Arts & Culture and Asia Society’s operations departments, analyze financial guidelines and manage an ongoing, transparent process that better integrates budget with revenues, revenue planning, forecasts, and risk assessment;
  • Create and implement systems and processes to manage deliverables relating to exhibitions, publications, and artistic programs, including research support/consultants, deliverables, and outreach events in ways that ensure the team’s research, policy, communications, partnership, fundraising, events, and administrative functions are operating in an integrated fashion, with efficiency, cost-effectiveness, and highest quality to maximize impact, in close consultation with the VP, Arts & Culture;
  • Manage Netsuite PO/Invoicing approvals, including Concur expense reports;
  • Support the VP, Arts & Culture to interface with General Counsel and Finance departments;
  • Support VP, Arts & Culture in managing personnel issues, including bi-weekly entry into Paycom of staff approved hours and time off requests;
  • Manage the day-to-day work of staff and assist in managing/coordinating the deliverables as set out;
  • Will be the delegate for the VP, Arts & Culture as needed;
  • Monitor monthly financial reports of the NYC Museum and Global Arts initiatives as needed;
  • Help evaluate the effectiveness of events, projects, and processes to inform future investment of time and resources in these efforts;
  • Act as a coordinator within the department to share information across the organization and arrange deliverables related to agreed plans, goals, timelines, etc.;
  • Ensure compliance with the Asia Society’s policies and practices and support implementation and internal communications of such policies and practices;
  • Draft and finalize agreements/contracts for partner institutions, lenders, guest curators, programmers, and all external contractors, in consultation with the VP, Arts & Culture and General Counsel.
  • Perform additional duties as assigned.

Project Management

  • Support the VP, Arts & Culture in managing Arts & Culture projects/initiatives, including Exhibitions, Programs (including film and performing art), Family Days, Provenance Research, and the benefits gala as well as other initiatives as directed by the VP, Arts & Culture;
  • Assist in the evaluation and streamlining of current policies and oversight procedures;
  • Assist in the development of new and current projects, including researching and vetting areas of work;
  • Work in close collaboration with colleagues to coordinate the dissemination and promotion of the Asia Society’s work to policy makers, arts opinion leaders, and the broader artistic community in the USA and Asian capitals;
  • Assist in assessing, designing, and continuously improving mechanisms for ongoing internal communications (including staff meetings, etc.) to ensure that all Museum and Arts & Culture staff and relevant Asia Society colleagues are apprised of key program developments and are current in their knowledge of program activities;
  • Develop and maintain relations/collaborations with other artistic, nongovernmental, educational, and philanthropic organizations in the U.S., Asia, and other regions relevant to the Society’s scope;
  • Represent Asia Society at meetings and conferences and deliver presentations as requested by the VP, Arts & Culture;
  • Attend relevant program and organizational planning meetings.
  • Perform additional duties as assigned.

Fundraising 

  • In collaboration with the VP, Arts & Culture, work with Development team to develop/write grant proposals; prepare financial data required for submission of new grants; clarify and sharpen proposal goals and deliverables and translate into a budget;
  • Perform additional duties as assigned.

REQUIREMENTS:

  • M.A. in Art History or a related field, or a graduate degree in business/public administration
  • At least ten years related work experience, preferably in management of visual arts;
  • Passion and knowledge of Asian arts and cultures across genres and demonstrated experience in museum administration;
  • Proficiency in at least one Asian language is preferred but not required;
  • Interest in multidisciplinary work;
  • Extensive experience in budgeting and financial planning and forecasting.
  • Outstanding analytical, verbal, written, and overall communications skills;
  • Proven organizational skills, with a strong ability to set priorities, manage multiple tasks, and think creatively;
  • Ability to work cross-culturally with artists, collectors, and arts professionals from different educational and cultural backgrounds as well as familiarity with both non-profit and commercial arts sector;
  • Prior supervisory experience;
  • A team player with positive attitude and sense of humor;
  • Exceptional interpersonal skills; strong ability to interact with the public and high-level individuals and work collaboratively with diverse constituencies;
  • Proficiency in Microsoft Office and Asia Society administrative systems, including NetSuite, Concur, Paycom, Salesforce, etc.; familiarity with social media.

COMPENSATION & BENEFITS:

Salary Range: $85,000 - $100,000

Compensation within this range is determined by skills, experience, and organizational equity. 

Asia Society offers a generous benefits package including health, dental, and vision coverage, a 403(b)-retirement plan, numerous paid holidays, tuition reimbursement, self-development hours, and more. Please visit asiasociety.org/about/careers and click on “Employee Benefits” to view our full benefits summary.
 

Benefit package highlights:

  • An HRA plan (fully funded by the Asia Society) supplements our medical plan and covers the full annual deductible.
  • After 1 year of service (1,000 hours), the Asia Society contributes 6% of gross earnings to an eligible employee’s 403(b) account, regardless of whether the employee makes their own contributions.
  • The Asia Society offers Self-Development time off, including Self-Development Summer Fridays between July 4th and Labor Day.

ABOUT ASIA SOCIETY:

Founded in 1956, Asia Society’s purpose is to navigate shared futures for Asia and the world across policy, arts and culture, education, sustainability, business, and technology. We provide a platform for dialogue and encourage a diversity of views as we try to find the most effective ways forward. Headquartered in New York City, the organization has 16 Global Centres around the world.

HOW TO APPLY:

To be considered for this role, all applicants must submit a completed application to: museumjobs@asiasociety.org

A completed application must include:

  • Resume OR CV
  • Cover letter
  • Salary requirements
  • Subject line: Deputy Director, Operations and Administration

Only those candidates considered for an interview will be contacted. Please regard your submission as received unless your email is bounced back.

 

Asia Society is an Equal Opportunity Employer who values diversity, equity, inclusion, belonging and accessibility in the workplace. Women and persons of color are strongly encouraged to apply.