**Please apply on our Career Website in order to be considered for this position. No phone calls or agencies please.
Reporting directly to the Eugene McDermott CEO (CEO), the Executive Assistant to the CEO provides executive and administrative support to the CEO and Board of Directors/Museum Council, as well as the Museum’s senior team leaders. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Essential Primary Duties and Responsibilities
- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
- Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the C-Suite, prepares agendas and minutes of meetings. (See Management Support.)
- Communicates directly and on behalf of the CEO with Board members, donors, staff, and others on matters related to programmatic initiatives as directed. (See Board Support.)
- Drafts letters; prepares and coordinates oral and written communication with Board members.
- Supports CEO in his/her external commitments related to, including service on external boards, committees and other groups.
- Processes the Museum’s memberships with other organizations (e.g. AAM, ASTC, etc.).
Board Support and Liaison
- Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating and calendaring all Board meetings including Board/ staff lunches/receptions/dinners/new Board member orientations; compiles, assembles, and distributes all Board meeting materials.
- Coordinates Board Committee meetings (in concert with departmental EA’s), maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO’s agenda.
- Maintains Board portal.
- Participates as an adjunct member of the C-Suite including assisting in scheduling, attending meetings. Represents the CEO in designated meetings as required.
- Assists in coordinating the agenda of C-Suite team meetings. Prepares an account of the meetings, designates and follows up on assigned action items.
- Arranges hotel accommodations for out-of-town consultants; processing travel reimbursement requests as needed.
- Performs other duties as assigned.
Experience & Education:
- Position reports to the CEO and works directly with the Board of Directors.
- Works directly with the Board Executive Committee.
- Works directly with senior level staff (C-Suite) and HR both internally and externally on highly confidential matters.
Skills & Abilities:
- Bachelor’s degree or equivalent experience with passion for the Museum’s mission.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Five to ten years providing support for upper-level management in a related organization (i.e., not for profit organizations).
Essential Physical Requirements:
- High energy multi-tasker.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
- Ability to positively and professionally represent the CEO and the Museum internally and externally.
- Ability to work independently and with the utmost of professional discretion.
- Proficiency in Windows, including MS Word, EXCEL and PowerPoint; Ability to learn new software.
- Excellent management, time-management, and problem-solving skills.
- Excellent writing, editing, grammatical, organizational, and research skills.
- Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the CEO and staff, and others.
- While performing the duties of this position, the employee will be required to sit and/or stand for extended periods of time while performing computer related activities. The employee will frequently communicate on the telephone. Additionally, there may be occasional light lifting of boxes and other materials of 20 lbs. or less. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.