Executive Assistant

Job Title:       Executive Assistant

Department:   Administration

Classification: Non-exempt, full time

Reports to:     Executive Director

Date:              2025

Position Summary

The Executive Assistant provides high-level administrative support to the Executive Director including preparation of presentation materials (including Board presentation materials) and other documents such as: correspondence, reports, and minutes. Provides calendar, office, and project support as determined appropriate.

Major Responsibilities

·      Prepare for all meetings in advance by ensuring that agendas, files, supporting materials and action items are prepared and distributed to all attendees. Send out meeting reminders as needed

·      Act as record keeper for Museum with Board and Committee meetings, facilitate minutes of meetings in accordance with the Board Secretary, and provide transcriptions as necessary

·      Management of the Executive Director’s calendar, including scheduling of internal and external meetings and appointments, and travel

·      Answer, screen, and prioritize incoming telephone queries

·      Submit receipts, and reconcile budgets

·      Handle all aspects of travel arrangements, including the development of detailed itineraries for Museum sponsored travel to upper level donors

·      Assist in correspondence (written and verbal) to a variety of the Museum’s audiences, including Board members, donors, and staff

·      Assist in the organization and maintenance of the Executive Director’s documents and filing system

·      All other duties as assigned 

Key Competencies

Communication: Speaks clearly and persuasively, listens, and responds well to questions, participates in meetings. Writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, presents numerical data effectively, able to read and interpret written information.

Team Work: Balances team and individual responsibilities, contributes to building a positive team spirit, puts success of team above own interests, supports efforts to succeed. Willingness to be flexible.

Professionalism: Approaches others in a tactful manner, reacts well under pressure, treats others with respect and consideration regardless of their status or position, accepts responsibility for own actions, follows through on commitments.

Dependability: Follows instructions, responds to management direction, takes responsibility for own actions, keeps commitments, commits to additional hours of work when necessary to reach goals, completes tasks on time.

Quality: Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality, applies feedback to improve performance, monitors own work to ensure quality.

Organizational Support: Follows policies and procedures, completes administrative tasks correctly and on time, supports organization's goals and values.

Innovation: Displays original thinking and creativity, meets challenges with resourcefulness, generates suggestions for improving work, develops innovative approaches and ideas effectively. 

Job Specifications

·      Bachelor’s degree preferred

·      A minimum of 3-4 years of progressive, related experience as an administrative assistant or program coordinator, or other relevant experience.

·      Calendar management experience

·      Exercise discretion and judgement in handling all levels of internal and external communications

·      Demonstrated ability to exercise good judgment

·      Ability to take initiative and anticipate the Executive Director’s needs, prioritize and multitask, be organized, and have the ability to work independently

·      Must have the ability to shift priorities based on departmental needs

·      Excellent computer skills (MS Word, Excel, PowerPoint, Adobe, and Outlook)

·      Work experience in a museum or non-profit setting preferred

• ·      This position is fully in-person, although remote work may be available on an irregular basis.