Executive Assistant

Job Type

Full Time

Published

11/09/2018

Start Date

01/16/2019

Application Deadline

12/09/2018

Address

415 South St MS 069
Waltham
MA
02453
United States

Description

Position Purpose


Provides administrative support to Director & Chief Curator Rose Art Museum. Includes overall support and execution of administrative aspects of the operations of the Rose Art Museum, including support of the Board of Advisors and meeting and event planning duties. Drafts correspondence, manages complex schedules and travel arrangements, handles a broad range of complex inquiries, issues and confidential materials, and VIP guests. Internal and external communication, including with university and external vendors to represent the executive and resolve problems. Works on a wide variety of complex assignments of a critical and/or confidential nature. Exercises independent judgment based on a knowledge of policies and procedures and university resources. Serves as a communication link between the director and other senior-level executives, and maintains extensive contact with all levels of internal staff, university staff, external professionals, guests and arts organizations.


Essential & Other Functions


1. Daily Calendar and Travel Planning. Assists in planning and coordinating complex travel arrangements for Director of Museum. Anticipates Director’s needs and business needs and undertakes necessary actions to produce effective results. Prepares calendars, reports, invoices, emails, summaries, financial statements, contracts, travel itineraries and other documents in support of the Director and the Museum’s needs. Schedules and organizes complex calendar activities such as meetings, agendas, lunch arrangements, and travel; keeps Director on schedule. Plans space and technology needs and setups for new employees. Working with office staff, books travel arrangements and itineraries; arranges logistics for meetings on- and off-site including development, board, and exhibition-related events; schedules and reschedules meetings for Director. Maintains calendar and processes expense reports. Serves as the primary point of contact for the Director. Communicates directly with Board members, donors, university staff, and others on matters related to the Director’s initiatives and schedule. Manages an active and dynamic calendar of appointments, planning and scheduling meetings, conferences, and conference calls. Works closely and effectively with the Director to keep him well informed of upcoming commitments and responsibilities, following up on a timely and appropriate manner.Provides Executive Director with preparatory materials for appointments and meetings. Plans and optimizes all travel plans for the Director.


2. Financial Process Support. Attributes expenses to specific codes. Enters and/or reconciles expense reports in Marketplace. Collects expense reimbursement documents, such as receipts and other information. Assists and supports senior staff and managers with financial procedures as needed. Ensures that all museum and Brandeis University policies are followed. Manages expense reports and reimbursements on behalf of the Director. Develops electronic and paper filing systems. Collects and enters time sheets for both exempt and non-exempt employees. Manages administrative processes and ensures that staff members are aware of all necessary process steps that must be completed prior to submission, e.g. travel approval, time sheets, and expense reports.


3. Supports Relationship Cultivation and Management. Follows up on contacts made by the Director and supports the cultivation of ongoing relationships. Drafts correspondence and memoranda for Director. Prepares, edits, types, proofreads, and occasionally composes correspondence, memoranda, and other documents. Performs typing and data entry using computer, spreadsheet and database software. Handles incoming calls and emails pertaining to the Director. Welcomes guests and answers or directs inquiries from the public. Maintains and organizes the Director’s contacts database to ensure strong coordination of outreach to numerous audiences. Exhibits highest levels of tact, diplomacy and sensitivity managing confidential information. Completes critical aspects of deliverables with a hands-on approach including drafting acknowledgement letters, personal correspondence, and other tasks. Supports Director’s roles and responsibilities in professional associations.


4. Board of Advisors Liaison. Maintains email correspondence with board members and high-level university officials presenting at meetings. Attends meetings as assigned and serves as note taker; compiles minutes and summation of action items. Circulates presentation of materials and other documents for meeting attendees as appropriate. Schedules and arranges logistics for meeting. Distributes minutes and materials. Coordinates attending members and any travel arranging needed. Maintains board records, contact lists, pledges, correspondence, and other material. Maintains discretion and confidentiality in relationships with all board members.


5. Other Executive Support. Generally, follows established guidelines, policies, and procedures, applying judgment as required. Follows up and informs Director of actions and/or results as appropriate. Coordinates logistics and materials for meetings and presentations, including special events. Systematically tracks correspondence and status of requests and responses. Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures. Manages presentations, documentation, and record-keeping for Director. Processes Director’s mail and general Rose Art Museum email accounts. Provides support for staff meetings. Supports Director and senior staff with research and reports. Performs other duties as assigned by the Director.


Skills & Knowledge Required


• 5+ years related experience

• High school diploma required; Bachelors degree in art history or allied arts strongly preferred.

• Professional demeanor with excellent interpersonal skills, emotional maturity, and ability to build effective relationships.

• Excellent verbal and written communication skills; diplomatic; discreet in handling confidential material; impeccable attention to detail.

• Organized and efficient in managing time, with strong prioritization skills to meet deadlines and coordinate work on several projects at once; ability to change priorities quickly and maintain composure in unforeseen situations.

• Proficient with computer software in a Mac environment; proficient with Word, Excel, PowerPoint.

• Demonstrated pro-active approaches to problem solving and independent judgment.

• Must be able to work independently and proactively as well as work as an integral part of a team.

• Ability to work evening and weekend hours occasionally, as required by the Director and museum schedules.

• Excellent customer service skills.

• Ability to read, understand, and complete written and verbal requests and work assignments.

• Ability to read and interpret documents such as correspondence, proposals, product information manuals, and instructions.

• Ability to represent the museum with a high level of integrity and professionalism.

• Working knowledge of art history, especially contemporary art and the international contemporary art world, a plus.


Physical Environment/Demands


Office environment/no specific or unusual physical or environmental demands.


Additional Information


Ability to work regularly in an open environment with both visual and audible distractions. Work is generally performed inside in a climate-controlled environment with light background noise.

Benefits

Rose Art Museum employees are Brandeis University employees. Brandeis University offers health, dental, life and long-term disability insurance plans, flexible-reimbursement accounts and a basic and voluntary retirement plan as core benefits to eligible employees.

Level of Language Proficiency

English

Professional Level

Professional

Minimum Education Required

High School

How To Apply

http://brandeis.edu/rose

Apply online at https://careers.brandeis.edu/staffjobs/


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