Executive Assistant

The Executive Assistant will serve as a strategic partner and trusted ambassador for the Institute’s co-founders, the President & CEO and Chief Curator, providing critical administrative and operational support, while occasionally assisting other members of the Executive Team. This role is ideal for a polished, highly-organized professional, who excels at managing complex schedules, navigating high-profile relationships, and anticipating the needs of executives. The Executive Assistant will act as a key point of contact and ambassador ensuring seamless preparations, interactions, and follow-up with collaborators, stakeholders, donors, and VIPs. The ideal candidate is not only professional and proactive, but also flexible, collaborative, and able to thrive in a creative, curiosity-driven environment, while helping the Institute’s Executive Team achieve its goals internally and amplify the organization’s external relationships.

Key Responsibilities:

• Provide high-level administrative support to the CEO and Chief Curator, including complex calendar management, meeting preparation/follow-up, communications, expense reporting, frequent domestic and international travel arrangements, guest itineraries, and general correspondence.
• Serve as a trusted partner and gatekeeper, managing priorities, sensitive information, and competing demands with discretion and sound judgment.
• Anticipate needs, staying multiple steps ahead to streamline scheduling, and act as liaison between the CEO and Chief Curator and internal/external stakeholders.
• Support the CEO’s fundraising, donor relations, and cultivation efforts through scheduling, follow-ups, event and appearance coordination.
• Anticipate leadership needs proactively and propose solutions that enhance executive efficiency and organizational effectiveness.
• Liaise across departments and external partners to ensure seamless communication and alignment on strategic priorities.
• Support communications, material preparation, and meeting logistics.

Executive Team Support (10%)

• Assist Executive Team with weekly meeting scheduling, team retreat and off-site logistics, dashboard upkeep, calendar, and travel coordination.
• Support special projects and collaborative planning efforts across departments as needed.

Required Skills and Experience:

• Minimum 5 years of experience in executive-level administrative support, ideally within a non-profit, arts, education, museum, or property construction/design environment.
• Proven ability to manage competing priorities and coordinate complex logistical needs.
• Strong proficiency in Google Workspace, Microsoft Office, Slack, and digital file management systems.
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems
• Exceptional organizational skills, attention to detail, and proactive problem-solving abilities.
• Excellent communication skills, written and verbal, with a high degree of professionalism and discretion.
• Experience with project management tools (e.g., Asana, AirTable) and document formatting tools (e.g., Adobe Acrobat, DocuSign, Figma, and Keynote ) a plus.
• Interest or background in arts, education, architecture, or community development preferred.
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the organization and its employees.

The Eames Institute offers a competitive benefits package, including:

• Medical, Dental, Vision and Life Insurance
• 401k employer match
• Commuting benefits
• Wellness stipend (annual)
• Professional development stipend (annual)
• $500 match for charitable giving, for every year of service up to five years
• Unlimited paid time off policy in addition to fourteen paid holidays

Excellent communication skills, written and verbal, with a high degree of professionalism and discretion.