Executive Assistant

Position Overview: The Executive Assistant provides high-level administrative support to the Director and the COO as well as acting as a liaison to the Board of Trustees’ and senior management team. The role requires handling information with a high level of confidentiality. The ideal individual will have the ability to exercise good judgment in diverse situations, with strong written and verbal communication, administrative and organizational skills. The ideal candidate will be a creative problem solver who enjoys working with people.

Essential Functions including, but not limited to:

Assistant to Director

• Manage all incoming correspondence to the Director’s office.

• Responsible for maintaining an orderly record of files.
• Handles telephone inquiries for the Director’s office.
• Welcomes all visitors and guests to the Director’s office.

• Monitor budget and ensure Director meets deadlines and completes pending tasks.
• Manages Director’s calendar and ensures appropriate meetings and notes are recorded in database (Altru).
• Schedules travel for the Director (Regional, National, and International).
• With direction from the Director, manage special projects.
• Schedules Director’s weekly team meetings.
• Helps PowerPoint presentations for Director’s talks/lectures.

• Prepares PRF and monthly Amex Receipts as needed.

• Completes mandatory annual AAMD surveys/requests.
• Board of Trustees
• • Coordinates and schedules Board of Trustees’ meetings.
  • Coordinates and schedules Board of Trustees’ committee meetings as required.
  • Attends Board of Trustees’ meetings (Room Booking, Set-up, Food/Beverage, Rollcall, Minutes, etc.).
  • Ensure meeting minutes are issued in a timely manner.
  • Maintains correspondence and files for the Board of Trustees.
  • Assists with coordinating and preparing the Board of Trustee Handbook as needed.
  • Organizes Board of Trustees’ social gatherings as needed.
  • Assists with events, programming and other tasks as needed.

Assistant to COO

• Assists the COO in coordinating and scheduling meetings to include internal, Trustees, outside partners/vendors, etc.
• Assists with managing the COO’s calendar.

• Assists the COO with the Board of Trustees’ committees and task forces (Finance Committee, Investment Committee, Audit Committee, Buildings and Grounds Committee, Food and Beverage Task Force, etc.).
• Assists with preparation of reports as needed (PowerPoint Presentations, Financial Reports, Board of Trustees’ Presentations, etc.)
• Assists with daily office functions to include mail and mail equipment, toner and copiers, office and kitchen supplies, storage rooms, etc.
• Assists with other tasks as needed.

Requirements:

Qualifications:

• Bachelor’s Degree/4-Year Degree
• Minimum four years of relevant experience required; preferably in a museum setting.
• Fluency in Spanish preferred.
• Diplomatic and able to interact in both a professional and friendly manner with a wide range of people and cultures.
• Ability to manage several responsibilities and duties simultaneously.
• Ability to maintain a level of confidentiality and discretion.

Teamwork Skills:

• Be an enthusiastic, helpful and positive member of the team.
• Be professional, responsible and mature in conduct and behavior.
• Be understanding of, encouraging to and friendly with all co-workers.
• Be self-motivated and use time wisely.
• Maintain open line of communications with each department on pertinent information.

• Maintain effective communication by means of meetings and memorandums.
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands:

• Walk, bend, lift (up to 15 pounds) files, office supplies, and electronic equipment.
• Finger dexterity to pick up paper and use computer keyboard.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Ability to hear in normal tones including telephone and face-to-face conversation.