Executive Assistant to the Chief of Staff & Chief Legal Officer and Director of Board Relations

The Executive Assistant (EA) provides attentive, intelligent, intuitive, and proactive administrative support to the Chief of Staff & Chief Legal Officer and the Director of Board Relations as they execute their broad-ranging management responsibilities. The EA serves as the primary point of contact for internal and external constituencies on all matters relating to the Chief of Staff & Chief Legal Officer, and manages administrative duties on behalf of the Director of Board Relations, related to the Board of Trustees and Board of Advisors.

The EA must thrive in a fast-paced, entrepreneurial environment that is driven by mission and community, be able to meet deadlines on a high volume of work, and operate with a keen sense of how to balance shifting priorities. As the face of the Chief of Staff & Chief Legal Officer and the Director of Board Relations, the EA must also understand the importance of representing management and the Museum in a mature, friendly, and gracious manner. We seek a forward-thinking professional who is passionate about the Museum and dedicated to developing ways to better serve our membership and communities.

Qualifications:

A successful candidate will meet many of these requirements, and have the desire and capacity to learn the rest on the job.

• Bachelor’s degree
• Five to seven years of administrative experience supporting executives
• Familiarity with Microsoft Office (including Outlook), Google Suite, and Raiser’s Edge
• Solid experience interacting with high-level donors
• Strong general knowledge of development activities
• Excellent verbal and written communication skills, solid judgment, and problem-solving abilities
• High levels of discretion and organization
• Passion for the Museum’s nonprofit mission and innovative programming
• Commitment to a diversity of backgrounds and voices
• Experience in the legal field preferred

Responsibilities:

• Manage the daily calendar for the Chief of Staff & Chief Legal Officer, including scheduling and preparing for meetings, managing calls, and following up on meeting needs
• Proactively schedule all Board of Trustees meetings and Board-related committee and task force meetings at the direction of the Director of Board Relations, and manage related tasks such as ensuring quorum, working with Museum staff who are tasked with recording Board of Trustees and Board-related committee meeting minutes, and consolidating all meeting minutes into an annual Board minute book
• Inform the Chief of Staff & Chief Legal Officer and the Director of Board Relations of their changing schedules, upcoming commitments, and daily responsibilities
• Plan logistics for VIP visits to the Museum, including gallery viewings, catering, curatorial walkthroughs, and itineraries
• Produce digital presentation decks
• Coordinate special initiatives and projects, from research to implementation
• Interface with Museum Trustees; local, state, and federal government officials; donors; and other key Museum stakeholders
• Arrange and prepare domestic and international travel
• Collaborate with Museum staff on projects and events, including Board of Trustees’ Committee meetings, as needed
• Track and input donor information into fundraising databases, including Raiser’s Edge
• Manage the annual giving of Museum Trustees and Advisors across the Museum (dues, patron groups, exhibition support, galas, etc.) by producing gift reminders, acknowledgments, and invoices, and conducting follow-up
• Process monthly expense reports and invoices, and monitor budgets
• Sort incoming mail, run errands, order and organize office supplies, and maintain office spaces for the Chief of Staff & Chief Legal Officer
• Other projects as assigned

Start date: Immediately

Department: Director's Office, Development

Reports to: Chief of Staff & Chief Legal Officer, Director of Board Relations

Position type: Full-time

Union status: Non-union

FLSA status: Exempt

Schedule: 35 hours per week, Monday through Friday, 9 am to 5 pm