At a time of rapid and strategic growth, we are looking for a high-energy, organized, and hard-working team player to support our Director and President. The Administrative Assistant (“AA”) is an essential position, ensuring that the Director and President are able to execute an ambitious vision and strategy by performing highly every day. The AA deeply understands the importance of being part of a unified team in representing the Director and President, and as such is a thoughtful, proactive, and gracious communicator with the Museum staff, Board, and all our external stakeholders.
Bachelor’s degree required; art history or communications degree strongly preferred Relevant office or internship experience, ideally in an arts and/or nonprofit environment Experience with databases and Microsoft Office Suite (Word, Outlook, and Excel); Outlook calendar scheduling experience is a plus Thrive in a fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community-oriented Impeccable attention to detail and a strong personal work ethic Excellent communication skills (oral and written) and professional email and phone etiquette Prior hospitality, service industry, and/or event planning experience is a plus Experience creating and submitting expense reports and Raiser’s Edge experience is a plus Passionate about the Museum, forward-thinking, and art-loving Cheerful, professional demeanor (and sense of humor!) is essential
Responsibilities: The AA serves as a primary point of contact for internal and external constituencies on all matters pertaining to the Director’s Office. The AA will also:
Provide attentive, intelligent, intuitive, and proactive support to the Director and President, meeting deadlines and operating with a keen sense of balancing shifting priorities in a fast-paced setting Work collaboratively with the Executive Assistants (EAs) in the Director’s Office to manage the daily office agenda and keep the Director and President on time for all meetings Answer phones, greet guests, and represent the public face of the Director’s Office and Museum for board members, constituents, and other VIP visitors Process all expense reports for the Director and President and monitor departmental budgets Support the General Counsel in various administrative tasks, including document production, transmittals, and follow-up Work with EAs to schedule internal and external meetings using Microsoft Outlook Work with EAs to organize catering and hospitality for VIP lunches and office events, and assist with logistics and hospitality for group tours and VIP visits Work with our Development team to track and input donor information into Raiser’s Edge Work with EAs to plan and organize office events and morale-boosting activities for employees at the Museum Assist EAs with special initiatives and projects, from research to implementation Other responsibilities as assigned
Start date: Immediately
Department: Director’s Office
Reports to: Executive Assistant, Director’s Office, and Executive Assistant and Community & Government Affairs Liaison, Director’s Office
Union status: Non-union
FLSA status: Non-exempt
Salary range: $35,000–$40,000, plus benefits and overtime
Schedule: Monday through Friday, 9 am to 5 pm, with evening and weekend hours as necessary
To apply: Please send your cover letter, résumé, and a writing sample to email@example.com.