The Executive Assistant provides the highest level of administrative and programming support to the Director by managing the Office of the Director with a keen knowledge and awareness of the museum’s mission as well as the Director’s goals. As Assistant to the Board of Trustees, this post provides high level administration to the Board in carrying out the mission of the museum by acting as liaison to the Board of Trustees.
- Coordinate with Director and senior staff to execute various projects related to programs, events, exhibitions, and other duties as assigned.
- Maintain a keen knowledge and awareness of the Director’s particular preferences and goals.
- Oversee schedule of the Director; include set up of appointments with staff, trustees, and outside visitors.
- Coordinate lunch and dinner meetings for the Director, including logistical management, enlisting the assistance of Special Events as needed.
- Work closely with curatorial and programming staff to plan and implement programs as necessary.
- Work with and enlist interdepartmental participation as appropriate. Working with the Director, manage correspondence in all forms.
- Oversee the Director’s travel.
- Manage budget for Office of the Director and oversee departmental files.
- Assist in coordinating VIP tour requests with Director.
- Maintain correspondence with museum’s board of trustees to include phone, e-mail, and fax.
- Coordinate all aspects of full board and executive committee meetings to include scheduling, tracking of attendance, preparation and distribution of meeting materials, equipment set up, and creating/coordinating/compiling power point presentations.
- Prepare and distribute minutes of all board meetings. Plan off site retreats as requested.
- Work with board leadership and corporate counsel to prepare amendments and resolutions for board approval.
- Maintain board lists and distribute to trustees and appropriate staff.
- Manage Board of Trustee website.
- Supervise Director’s Office staff and delegate tasks appropriately.
- Attend lunches, dinners, and other special events as requested by Director.
- Assist in coordinating outside lectures for the Director including preparation.
- Performs other duties as assigned.
*Interested applicants are welcome to submit a cover letter, resume, a writing sample, and salay requirements.
- Bachelor’s degree, Master’s degree preferred; with a background in Art, Art History or Arts Administration
- 5 to 7 years of experience as administrative assistant at the executive level.
- Candidates with strong administrative experience will be considered in lieu of education credentials. Previous museum or cultural organizational experience a plus.
- Ability to multitask in extremely high-paced environment and to maintain confidentiality and discretion essential.
- Candidate should be mature, self-motivated and proactive with excellent verbal, written, interpersonal, editing, organizational, and communication skills.
- Must be able to communicate and coordinate with a broad range of constituents (i.e. trustees, major donors, artists, scholars, curators, ambassadors, and other VIPs)
- Proficiency in Microsoft Office essential (including Power Point). Experience with both The Raiser’s Edge and Multi-Mimsy a plus.
Full-time employees are eligible for the following benefits:
- Accrued Paid-Time-Off Leave
- Paid Holidays*
- Group Health Insurance Coverage (POS or PPO plan)
- Dental Insurance
- Life/Accidental Death & Dismemberment Insurance
- Long-term Disability Insurance
- 403(b) Retirement Program participation
- Flexible Spending Accounts for health and/or dependent care costs
- Pre-tax Transportation benefits through SmartBenefits
- Complimentary guest admission to museum (subject to availability)
- 20% discount at Museum Shop
- 10% discount at Museum Café
- Invitations to seminars, lectures, and special events
* Full-time hourly staff may receive holiday pay if the holiday falls on a day on which they are scheduled to work.
Commensurate with experience.