Executive Assistant to the Chief People & Diversity Officer (CPDO)

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

The Executive Assistant to the Chief People & Diversity Officer (CPDO) provides comprehensive administrative support to the People and Culture team, encompassing Human Resources, Diversity, Equity, Accessibility, and Inclusion (DEAI), and Training and Development. This role ensures the efficient, accurate, and confidential management of People & Culture operations, collaborating closely with HR and Diversity teams as well as other senior executives to support cross-departmental initiatives and maintain smooth departmental functions.

Specifically, you will:

Administrative Support:

• Assist the CPDO with scheduling meetings, preparing agendas, managing calendars, and coordinating communications
• Create and manage presentations, proposals, and internal/external reports
• Review and manage briefings, correspondence, and other written materials for quality and consistency
  
  

Document Preparation and Review:

• Help prepare, draft, and review contracts, policies, procedures, bylaws, resolutions, and other governance documents
• Maintain employee records and HR databases with accuracy and confidentiality; manage data entry for new hires, terminations, and changes in the HRIS system
  
  

HR Support:

• Act as a liaison to the CPDO, coordinating communications, scheduling meetings, and monitoring costs with senior management
• Provide administrative support for collections, fundraising, and compliance with federal, state, and local employment laws and regulations
• Coordinate new hire onboarding activities, including preparing paperwork and conducting orientations
• Support annual audits, compensation changes, and the Open Enrollment process
  
  

Project Management:

• Assist with policy development and implementation, communicating updates to employees as necessary
• Manage credit cards and invoices for the CPDO and designated teams
• Coordinate annual employee appreciation events and other culture-focused initiatives
  
  

Communication and Coordination:

• Monitor emails and serve as a point of contact for employee inquiries and concerns, providing guidance and assistance as needed
• Collaborate with the Board of Trustees Liaison and Trustees on various needs and requests
• Attend meetings with the CPDO and other Executive Office staff as assigned
  
  

Compliance and Confidentiality:

• Ensure compliance with health and safety protocols, maintaining confidentiality and adhering to all museum protocols, procedures, rules, and policies
• Assist in maintaining communication with the City of Philadelphia, the Attorney General's Office, and other city agencies as needed
  
  

Your background and experience include:

• Bachelor’s degree preferred or equivalent experience
• Minimum of 3 years providing administrative support, preferably in a legal or HR environment
• Experience with HRIS databases; proficiency in ADP system is a plus
• Strong computer skills, including expertise in MS Office (Word, PowerPoint, Excel, Outlook), Adobe, and AI software
• Excellent written and verbal communication abilities
• Highly organized and detail-oriented, with the capability to manage multiple priorities and deadlines
• Professional demeanor with the ability to handle confidential information discreetly
• Strong analytical, problem-solving, and customer service skills
• Experience in a union environment or nonprofit sector is preferred
  
  

Position And Compensation Details

• The salary for this position is $50,000
• This position is Full-Time, Exempt, and 35 hours per week
• This position reports to the Chief People & Diversity Officer (CPDO)
• Physical requirements:
• Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job
  
  

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences
• Maintains confidentiality
• Adheres to all museum protocols, procedures, rules, and policies
  
  

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores
  
  

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays
• Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure
  
  

Powered by JazzHR

2uh5Mv08WG