The Virginia Museum of Fine Arts (VMFA) is hiring a Tour Service Administrative Assistant in Richmond, VA.

Job Description

The Tour Services department of the Virginia Museum of Fine Arts seeks an enthusiastic and dynamic individual to fill the role of Tour Services Administrative Assistant. The position plays a pivotal role in supporting the administrative functions of the Tour Services Department, with a primary focus on facilitating the Tour Guide Program. This role requires strong organizational and communication skills, and the ability to manage multiple responsibilities efficiently. The ideal candidate will thrive in a fast-paced environment and possess a passion for the arts and cultural education.

This is a part-time, non-exempt position without benefits, eligible to work up to approximately 28 hours per week on average and up to 1,450 hours annually (May 1 – April 30).

Your Mission:

As our Tour Services Administrative Assistant, you’ll be the ultimate behind-the-scenes hero, ensuring our tour experiences run seamlessly. From coordinating training sessions to keeping our volunteer tour guides’ communications up-to-date and our schedules on point, you’ll play a vital role in making sure every visitor’s experience is unforgettable!

Duties Include:

Tour Guide Training Support

Assist with the planning, scheduling, and logistics related to Tour Guide training sessions which may include the following –

Assisting with developing content and topics for tour guide training with the Senior Tour Services Coordinator and Director of Interpretation.
Coordinating speaker contracts for outside/guest speakers.
Managing the Tour Guide Training Schedule from the original draft to final copy, as well as any updates and ensuring that the most current version is uploaded to the Tour Guide Website
Managing communication with speakers leading up their training sessions
Hosting/Recording virtual training sessions; serving as “tech support” during virtual training.

VMFA Tour Guide Program Maintenance:

Assist with the ongoing upkeep of the VMFA Tour Guide Program by –

Assisting tour guide communications (emails/phone calls) including:
Schedule requests
Complaints/grievances
Assistance with educational content
Tour guide website updates
Collecting/Organizing Tour Guide contracts
Helping to coordinate Tour Guide social functions

Daily Tour Services Duties:

Assists with daily, weekly, monthly Tour Services duties such as –

Updating logbook pages
Booking group visits
Responding to visitor inquiries (email/phone)
Entering statistics
Updating the ticket taker and/or School Group Greeters on any special circumstances, etc.
Greeting groups as needed
Leading an occasional guided tour as needed

Educational Projects:

Assists with educational projects as time allows, such as –

Educational resources
Tour Guide Training Presentations
Tour Guidelines documents
Visitor Surveys

Minimum Qualifications

Strong communication skills.
Exceptional customer service skills.
Highly organized and deadline driven.
Ability to multitask and quickly resolve issues.
Ability to work in a fast-paced environment.
Ability to prioritize and manage varied responsibilities.

Additional Considerations

Prior work experience with volunteers, groups, and students.
Prior work experience in a museum or cultural arts organization.
Degree in art and art history or equivalent training or experience.
Prior experience with Outbound scheduling system, Volgistics and/or Squarespace.

Learn more at: https://vmfa.museum/

How to Apply

Please submit three (3) references. Provide full name, phone number, and email address. References may be attached in a separate document in the “other” field in the portal; or they may be included with the resume or cover letter.
Professional references are preferred. Other reference types will also receive consideration. References should be able to attest to your knowledge, skills, and abilities, especially qualifications relevant to the position for which you are applying.
Selected candidates must pass a criminal history background check.

Interested individuals must submit an online application. This posting will close at 11:55 p.m. on April 17th, 2024.

Please contact the HR office at recruitment@vmfa.museum if you need assistance.

VMFA is an EEO/AA and Virginia Values Veterans (V3) Certified Employer. Diverse and inclusive hiring practices are at the heart of what we do at the Virginia Museum of Fine Arts.