Executive Assistant to the Eugene McDermott Director

Dallas Museum of Art - Dallas, TX3.6

Full-timeEstimated: $81,000 - $110,000 a year
EducationSkills
Description:
Reports to: Chief of Staff
Department: Director’s Office
Status: Exempt, Full-time

DMA Mission: The Dallas Museum of Art is a space of wonder and discovery where art comes alive.

The DMA will:
  • Place art and our diverse communities at the center around which all activities radiate.
  • Pursue excellence in collecting and programming, present works of art across cultures and time, and be a driving force in contemporary art.
  • Strengthen our position as a prominent, innovative institution, expanding the meaning and possibilities of learning and creativity.
Commitment to DMA Core Values:
ACT WITH INTEGRITY: BE OPEN, HONEST, AND ETHICAL.
COMMUNICATE OPENLY: BE CONSTRUCTIVE, TRANSPARENT, AND RESPECTFUL.
BUILD INCLUSIVITY: DIVERSE BACKGROUNDS MAKE US STRONGER.
JOIN FORCES: SUPPORT COLLABORATION AND UNITY.
WORK PASSIONATELY: BE FEARLESS, CREATIVE, AND SOLUTIONS DRIVEN.
EMBRACE AND DRIVE CHANGE: BE NIMBLE, THERE IS ALWAYS A WAY TO YES.
INVEST IN EACH OTHER: PURSUE LEARNING.

Position Summary:
The Executive Assistant to the Director will provide the highest level of executive support and coordinate the day-to-day operations of the Director’s Office. This person must be a self-starter and take initiative to manage a fast-paced office. Exceptional professional and communication skills are necessary to work smoothly as part of a team to achieve large and small-scale projects.

A collaborative approach is critical as we embark on a new strategic plan to increase capital, plan large-scale exhibitions, and enhance our community outreach to create a diverse and inclusive space for all visitors. This person should understand and actively work to meet the complex needs of a large institution and pressing issues of a Director’s Office.

Essential Functions:
  • Manage the Director’s calendar and coordinate many competing priorities to ensure uninterrupted work time and availability for all necessary events and meetings
  • Coordinate and greet all Director’s visitors and ensure they are added to the Security Parking List in advance
  • Work with onsite or offsite caterers to organize meeting refreshments or lunches as related to the Director’s Office
  • Prepare all materials for meetings and events with the Director
  • Coordinate with the Development Team to ensure Director has all necessary details for every event
  • Coordinate with Development and Public Relations regarding comments for any event or meeting
  • Manage all correspondence, including email, to and from the Director’s office with the highest level of professionalism
  • Answer and respond to all phone calls to the Assistant’s line and the Director’s line
  • Manage all travel needs for the Director’s office, including car transportation, flights, and hotel along with creating detailed itineraries for all work-related trips
  • Assist in managing the budget for the Director’s Office including managing all credit card reports and receipts
  • Manage the Boardroom calendar for all staff
  • Responsible for arranging personal appointments and travel arrangements for Director, and other personal items as requested
  • Retain all files related to donors or external documents that are not retained in other locations and ensure all information related to institutional donors is documented appropriately
  • Manage record keeping for the Director’s Office including sending materials to archives annually
  • Build and foster relationships with all levels of senior leadership and staff at the Museum to aptly anticipate and coordinate the full scope of needs for the Director’s Office
  • Create the same level of professional relationship with external contacts from the Dallas community, as well as other institutions both domestic and international, to facilitate the communication and engagement from the Director’s Office and the Museum as a whole
  • Have a broad understanding of the Board of Trustees and meeting schedules to assist the Board Liaison with meeting details and correspondence as needed
  • Participate in special projects for the Director’ Office and Director’s Team as needed
  • Other duties as assigned.
Requirements:
Education, Experience, and Certification:
  • Bachelor’s degree required
  • Minimum of five plus years of experience in providing executive level support
  • Proficient in English written and verbal; Spanish or French is highly desired
Knowledge Skills and Abilities:
  • Museum experience is preferred, other non-profit experience is also valuable
  • Ability to take ownership of duties and processes and work within a team to accomplish tasks and projects
  • Strong problem-solving skills to function in a sometimes ambiguous environment
  • Highly developed organizational skills and ability to prioritize tasks to meet deadlines
  • Superior written and verbal communication skills needed for internal and external communications
  • Excellent interpersonal, relationship-building, and management skills; providing staff, trustees, and community partners with strong support and inspiring them to productive action
  • Strong desire to work collaboratively with others within the organization including the Director’s Office, Director’s Team, Trustees, and all staff
  • Demonstrated ability to manage multiple priorities and personalities in a fast-paced environment
  • Ability to develop dynamic and creative approaches in staff and donor cultivation, recognition, and stewardship
  • Experience with gift announcement and knowledge of donor recognition protocol is highly desired
  • Ability to utilize independent and discretionary judgment to mobilize any supplementary staff action needed to meet expectations or resolve issues
  • Demonstrated commitment to and deep appreciation for the mission and aspirations of the Dallas Museum of Art
  • Experience with Raiser’s Edge Blackbaud system is valuable
The Dallas Museum of Art is committed to building a culturally diverse staff and is an Equal Opportunity Employer. The DMA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.