Administrative Assistant to Finance and Exhibitions

Administrative Assistant to Finance and Exhibitions

The Administrative Assistant to Finance and Exhibitions will provide administrative support to the Director of Finance and Director of Registration and Exhibitions Management. This position is primarily responsible for preparing, recording, coordinating, and administering a broad range of financial functions and duties, scheduling, file management, assisting with digital archive management, research, and general administrative duties for registration and exhibition planning.

Reports to: Director of Finance and Director of Registration and Exhibition Management
Status: Full-time/ Non-exempt

Compensation, Benefits, and Perks
The Pulitzer Arts Foundation offers a competitive minimum annual salary of $45,000 commensurate with experience. The Pulitzer benefits package includes employer-paid Medical, Dental, Life Insurance, Employee Assistance Program, Short-Term and Long-Term Disability. Additional benefits include Voluntary Life Insurance, Health Reimbursement Account, Flexible Spending Account, SIMPLE IRA and employer match. The Pulitzer offers generous time off, including Observed Holidays, Vacation, Sick Leave / Paid Time Off, Paid Volunteer Time Off, and various leave policies (Parental Leave, etc.). Employees of the Pulitzer also benefit from access to a variety of cultural institutions, a hybrid work policy, and a stimulating and collegial work environment.

Position Responsibilities

1. Review all invoices and credit card transactions for correct coding, approvals, overall accuracy, and verify the budget.
2. Process all weekly accounts payable and assist in preparing checks for signature and mailing.
3. Reconcile billing statements and conduct audits to ensure that all payments are reflected accurately in the general ledger.
4. Assist in the preparation of the annual budget and documentation of the finance department processes, and preparing journal entries.
5. Review coding and record all credit card transactions.
6. Create and maintain files for the Finance and Registration departments.
7. Assist with selected logistics of registration and exhibition planning, including research, maintaining object lists, scheduling meetings, hospitality and assisting with digital archives.

The above responsibilities are a summary of the position; other duties may be assigned.

Preferred Experience and Background Skills

1. Experience in accounts payable or related field preferred or equivalent education or work experience.
2. High degree of attention to detail with accurate data entry skills.
3. Ability to maintain strict confidentiality.
4. Ability to communicate clearly and effectively, and prioritize tasks to meet deadlines.
5. Knowledge of QuickBooks accounting software or other accounting software preferred.
6. Strict adherence to professional ethics and a high standard of care and security.
7. Ability to work independently and interdepartmentally.
8. Strong written and oral communication skills.
9. Knowledge of TMS and/or other project management software preferred.
10. Proficiency in Microsoft Office Suite with specific knowledge and proven skills with Excel is preferred.

About the Pulitzer Arts Foundation
The Pulitzer Arts Foundation is an art museum that presents art from around the world in the Grand Center Arts District in St. Louis, MO. Open and free to all, the Pulitzer is a cultural and civic asset to the St. Louis community and a popular destination for visitors from around the world.

The Pulitzer Arts Foundation is an equal opportunity employer. Our policy reflects and affirms the Pulitzer Arts Foundation’s commitment to the principles of fair employment and the elimination of all discriminatory practices.

We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. If most of this job description describes you, we encourage you to apply for this role.

How to Apply
Interested applicants should apply by submitting a cover letter and resume in one document at https://pulitzerarts.org/about/jobs/.