2655 Northwest Market Street
The Executive Assistant provides primary administrative support to the Executive Director/CEO and serves as the communications liaison to the Board of Trustees.
ESSENTIAL JOB FUNCTIONS
• Act as “entry point” for Executive Director/CEO. Interface with all levels of internal/external contacts; requires exceptional discretion, discernment, judgment, initiative and follow-through.
• Manage Executive Director/CEO’s calendar, national and international travel.
• Draft, edit, and proof Executive Director/CEO’s internal and external correspondence, speaking points, presentations, articles, and reports.
• Support Executive Director/CEO’s outreach efforts and assist with the production of promotional programs.
• Liaise with Board President, Trustees and committee leadership; facilitate Board communications, attend and take minutes at appropriate Board and committee meetings.
• Maintain Board records and Trustee information, draft and organize Board and Board committee meeting materials, prepare executive reports, and assist with governance projects.
• Plan and organize meetings, events, dinner programs and receptions.
• Collaborate across departments to manage shared calendars and space allocation for meetings and museum functions.
• Accurately track and document Executive Director/CEO’s expenses and reimbursements.
• Facilitate and manage logistics for special projects and drive completion of deliverables.
• Represent the Museum at Museum sponsored programs and other community events as required.
OTHER SKILLS AND ABILITIES
• Ability to manage multiple tasks and projects with high energy and strong problem-solving skills.
• Ability to effectively work under pressure, use independent judgment and produce a quality work product within tight time constraints.
• Ability to follow complex oral and written instructions; interpret and present information effectively.
• Excellent communication, effective listening and interpersonal skills.
• Ability to anticipate challenges, take initiative and provide solutions to achieve department and organization objectives.
• Must be able to quickly and accurately assess priorities.
• Proactive in meeting important deadlines.
• Highly organized and detail oriented.
• Ability to maintain strict confidentiality of highly sensitive data, records, conversations.
• Excellent verbal, writing and editing skills: English usage, spelling, grammar, punctuation and vocabulary.
• Adaptable to changing business situations and environments.
• BA or equivalent + 5 years relevant experience
• Occasional weekend and evening work
• Proficient in Microsoft Office including Word, Outlook, Excel, Publisher, and PowerPoint
• Proficient in PC platform
• Valid drivers’ license
• Ability to lift 20lbs
• Ability to be seated/standing for extended periods
Benefits include vacation and paid sick leave, medical and dental insurance, and optional participation in 403(b) retirement program.
Minimum Education Required