Executive Assistant for Administration

for Administration
Reports to: Director and CEO

Compensation: $46,000–$50,000 annually

Overview:

The Executive Assistant for Administration will provide the highest level of executive
support and coordinate the day-to-day operations of the Director and CEO’s Office.
This person must be a self-starter and take initiative to manage multiple projects
and represent the HRM and the Director’s Office in a professional and courteous
manner. Exceptional written and verbal communication skills are necessary to
ensure successful large and small-scale projects.

The position also works closely with the Assistant Director of Development and team,
supporting fundraising activities including the Annual Fund campaign, Major Gifts,
the Fund for HRM, and the Annual Gala. This position will be 5 days on site at HRM.

Essential Duties and Responsibilities:

• Manage all aspects of day-to-day activities in the Office of the Director and

CEO; serve as point person for the Director and CEO’s Office, managing all
incoming calls and mail.

• Maintain the Director and CEO’s calendar and schedule of appointments,

including making travel and guest arrangements, as needed.

• Responsible for the coordination of Board of Trustees meetings (confirming

attendees, creating board reports, arranging all logistics including technical
arrangements and materials, coordinating staff, board, and guest speaker
presentations, and taking meticulous minutes).

• Serve as liaison to the departments and representative of the Director’s Office,

internally and externally.

• Organize Director’s meetings, provide meeting materials, take minutes;

ensure professional and timely follow up.

• Assist with Director’s presentations, preparing PowerPoints and

similar documents.

• Draft and edit well crafted, polished, and professional correspondence

including thank you letters, grant solicitations, annual reports.

• Process and track all incoming gifts and income; generate reports for the

Annual Fund and Fund for HRM.

• Manage the donor database and mailing lists, entering all donations and

gifts and building reports.

• Provide support to the Director and to the Assistant Director, Development

for the Fund for HRM.

• Assist with requests from members of Board of Trustees.

• Provide support for the Museum’s Annual Gala and assist with other

special events.

• Assist with preparation and submission of grant proposals, including

generating supporting documents.

• Support Weekly Staff meeting by preparing agendas; schedule meetings.

• Review and compile information for the Museum’s professional memberships,

including those of the American Alliance of Museums.

• Other responsibilities as assigned.

Education, Experience, and Skills:

• Minimum of three years’ experience in progressively responsible

administrative roles, preferably in arts, cultural, or other nonprofit
organizations

• Exceptional judgment, professionalism, and discretion in handling confidential

and sensitive situations and matters

• Excellent verbal and written communication and presentation skills

• Self-starter; demonstrated ability to proactively prioritize and manage time,

juggle multiple duties and tasks, and meet deadlines

• Tech savvy with strong computer skills, including high degree of knowledge

and proficiency in Word, Excel, PowerPoint, Zoom and Google Suite for
mailings and presentations

• Experience in working with donor/member/customer databases

• Accessibility and availability to work, as needed, outside of normal business

hours in response to scheduled Board meetings, and availability to participate
in occasional evening museum programs and events such as opening
receptions or Board-related events

• Ability to maintain a highly professional, positive, and flexible demeanor with

rapid and shifting priorities; an ability to be flexible and nimble in mindset

• Proven organizational ability, analytical skills, and excellent attention to detail

• Bachelor’s degree in business, arts administration, communications, or

related field.

Benefits:

The Museum provides competitive compensation, and generous benefits and perks
for all eligible employees, including:

• The Museum pays 100% of premiums for medical, dental, and life insurance

• 403(b) retirement plan

• Paid time off, including annual leave, sick leave, personal days, and

Museum holidays

• Flexible spending accounts (pre-tax income for eligible health care expenses)

• Discount for staff in Museum shop

• Access and free admission to numerous museums and cultural institutions

• Standard worker’s compensation, short-term and long-term disability and

unemployment insurance

• Participation in TransitChek Commuter Benefit program

To Apply:

Send resume and cover letter to employment@hrm.org. Include “Executive
Assistant” in the subject line. Please note that applications without a cover letter
will not be considered.

About the Hudson River Museum

The Hudson River Museum (hrm.org) is a preeminent cultural institution in Westchester
County and the New York metropolitan area. Situated on the banks of the Hudson River
in Yonkers, New York, the HRM’s mission is to engage, inspire, and connect diverse
communities through the power of the arts, sciences, and history.

The Museum offers engaging experiences for nearly every age and interest, with an
ever-growing collection of American art; dynamic exhibitions that range from notable
nineteenth-century paintings to contemporary art installations; Glenview, an 1877
house on the National Register of Historic Places; a state-of-the-art Planetarium; and
an outdoor Amphitheater. Accredited by the American Association of Museums (AAM),
the Museum is dedicated to collecting, preserving, exhibiting, and interpreting these
multidisciplinary offerings, which are complemented by an array of public programs
that encourage creative expression, collaboration, and artistic and scientific discovery.

The HRM provides equal employment opportunities to all employees and applicants
for employment without regard to age, creed, actual or perceived race, color, sex,
sexual orientation, self-identified or perceived sex, gender expression, gender identity,
the status of being transgender, national origin, ethnicity, alienage, citizenship status,
family status, lawful seizure of income, marital status, disability, military status, veteran
status, domestic violence victim status, criminal or arrest record, or predisposing genetic
characteristics. Equal employment opportunity applies to all terms and conditions
of employment, including hiring, placement, promotion, termination, layoff, recall,
transfer, leave of absence, compensation, and training.