Executive Assistant to the Director and Vice Presidents

** As a condition of employment, the museum requires employees be fully vaccinated against COVID-19, which includes a Pfizer or Moderna mRNA booster vaccine (“original vaccines”). Those who did not receive the “original vaccines” as of April 18, 2023 must be vaccinated with the most currently authorized updated vaccines.

JOB SUMMARY:

The Executive Assistant to the Director and Vice Presidents provides high-level administrative support to the museum’s Director; Vice President, Finance and Operations; and Vice President Development. Responsibilities include logistical coordination for the museum’s Board of Trustees meetings and various board committee meetings. The position will require initiative, sound judgement, independent decision-making, confidentiality, guest services skills, and a robust sense of humor.

JOB DUTIES:

For the Ron and Donna Fielding Director:

• Ensure that the Director’s calendar is kept current, make appointments, and make arrangements for meetings among museum staff, trustees, donors, and guests.
• Organize the day-to-day activities of the Director’s office, including greeting and directing all visitors who have an appointment with or seek to see the Director.
• Assist the Director with restaurant, travel, and hotel reservations, as requested.
• Assist with coordination of donor relations activities, including breakfast, lunch, and dinner meetings with the Director, small donor cultivation events, and trustee orientations.
• Use the Altru donor database to document Director’s and curators’ contacts with donors and other museum supporters and to record Deeds of Gift of objects to the museum’s collections.
• Assist with coordination and mailing of gift acknowledgements and other donor correspondence prepared for the Director’s signature.
• Prepare and or assist with correspondence (including Deed of Gifts, “thank you” notes, and holiday cards), presentations, reports and other documents, using word processing, spreadsheet, database, or presentation software.
• Respond to inquiries via written requests, e-mail, or telephone.
• Prepare expense reports and museum credit card reimbursements for the Director and prepare check requests for the museum’s institutional memberships (AAMD, AAM, and MANY).
• Act as liaison for the museum’s participation in the United Way Campaign
• Prepare agendas for monthly All-Staff meetings.
• Attend biweekly programming meeting.
• Receive, review, and distribute “Tell the Director” comment cards to appropriate staff members.
• Monitor and approve senior staff time and attendance reporting.
• Track senior staff vacation schedules.

Support for the Board of Trustees and Various Trustee Committees:

• Schedule, communicate with participants, and ensure all logistics (including meeting location and/or Zoom) are arranged for meetings of the Board of Trustee and its various committees.
• Attend Board of Trustees and various committee meetings to assist in the presentation of materials and the recording and taking of minutes.
• Draft minutes of Board of Trustees meetings and certain board committee meetings.
• Maintain and update Trustee Directory (including e-mail addresses) and committee rosters.
• Coordinate with Development staff to ensure up-to-date trustee records in the Altru database.
• Organize and maintain Board of Trustees meeting files.

For the Vice President, Development

• Coordinate with Development Department on receipt of gift checks and initial processing steps.
• Periodically provide support for membership, invitation, and annual Holiday Card mailings.
• Assist with staffing donor and special events (including occasional weeknights and weekends), as requested, including preparation of name tags and place cards.
• Assist with maintaining filing systems for donor correspondence and other records.
• Schedule internal and external meetings.
• Attend weekly Development Department staff meetings.
• Attend quarterly Development Committee meetings and draft meeting minutes.
• Coordinate and track requests for donated memberships from outside organizations.
• Assist with entering donor and prospect contact reports into the Altru database.
• Track and record facility use/special events in Altru for the Senior Director of Special Events.

For the Vice President, Finance and Operations

• Distribute and process museum mail, including initial processing of membership and Annual Giving checks received.
• Process requests from museum staff for office supplies, outgoing shipments (i.e. federal express) and other designated museum wide purchases.
• On a weekly basis monitor and stock the museum’s office supply store room as necessary.
• Schedule meetings as requested.
• Provide support in the preparation and submission of various financial reports.

MINIMUM QUALIFICATIONS:

• 5 - 7 years of experience as an Executive Assistant at the most senior level, including experience supporting and interacting with an entity’s board of trustees or directors.
• Proficiency with Microsoft Office suite of software programs is essential.
• Experience with Blackbaud Altru software or comparable donor management software is preferred.
• Excellent organizational, communications, and note-taking skills.
• Ability to juggle several tasks simultaneously and be flexible and adaptable to changing priorities.
• Ability to handle confidential and sensitive information with discretion.
• Ability to comfortably interact with all levels of management, staff, trustees, donors, members, volunteers, and visitors, while projecting warmth and enthusiasm.

To be considered for this position, please email a cover letter and a current CV or resume

The Eastman Museum is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. The Eastman Museum will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Job Type: Full-time

Pay: $24.50 - $26.50 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $25 - $27