Executive Assistant and Board Liaison - Director's Office

Position Summary :

The San José Museum of Art (SJMA) is looking for an Executive Assistant and Board Liaison - Director's Office to help lead SJMA into its next chapter, re-imagining the Museum for the audience of the future. This high-profile position acts as an executive assistant to the Executive Director (ED), shouldering operational and administrative details while directly partnering with and supporting members of the director's office as well as acting as a liaison to SJMA's Board of Trustees. With proven success in this type of role, this individual possesses strong organizational and administrative skills, excellent verbal and written communication, sophisticated interpersonal skills, and remarkable attention to detail. Consultative to the ED, this role will exercise discretion and independent judgment in managing the ED's day-to-day business activities and carrying out job duties as the voice of the ED for the organization. Maturity, sound judgment, critical thinking, and problem-solving with a high level of professionalism, discretion and confidentiality are required. The position requires a minimum on-site presence of three days per week, with the potential for up to five days, as needed, in the absence of the ED, or in response to the demands of the role. The Director's Office includes the Deputy Director, Manager of Special Projects and Community Partners and Events Director.

Success in this role also means intellectual curiosity, interest in the programming of SJMA, and ease in social settings including but not limited to the dissemination of information to staff, engaging with Trustees and donors and accompanying the ED at exhibition openings and fundraising events. This position works in close coordination with all departments of the Museum's creative, fast-paced, friendly, and collaborative work environment.

Duties and Responsibilities

• Support Museum's mission, values, and core commitment to the employee experience, visitor experience, community engagement, anti-oppression and institutional relevancy for the future.
• Serve as "air traffic controller" for the ED and the senior leadership team, guiding the day-to-day operations of the Executive Director and Office.
• Provide administrative support to the ED, including but not limited to managing the ED's complex and often changing calendar and daily schedule, drafting correspondence and responses on behalf of the ED, maintaining electronic contacts, booking travel, managing work and communication flow, setting priorities, preparing background materials for meetings, and anticipating needs.
• Assist the Office with drafting, editing, and distributing internal and external communications from or on behalf of the Executive Director.
• Ensure compliance, transparency, and efficient management of organizational records and processes through expert application of non-profit governance and record-keeping principles.
• Create presentations, edit lectures, and provide creative input for ED's public speaking, Board presentations and writing assignments.
• Expertly orchestrate hybrid meetings, effortlessly handling a blend of in-person and online attendees, while flawlessly navigating intricate digital platforms for seamless presentation delivery.
• Prepare annual Board of Trustees meeting schedule, while creating agendas, meeting materials, packets for Board meetings and drafting minutes at the meetings.
• Organize agenda and run monthly All-Staff meetings and coordinate with Senior Staff cross-departmentally.
• Accurately capture minutes at variety of meetings, and skillfully interpret and summarize for prompt dissemination.
• Support effective institution-wide communication as an owner of the Museum's Sharepoint intranet site, "the Plaza". Keep core documents up to date, review postings, and manage security groups and access in partnership with IT.
• Develop and maintain effective working relationships and information coordination with staff members, the Board of Trustees, representatives of funding sources, government and community organizations, and others in regular contact with SJMA.
• Direct information gathering and editorial for the major annual compilations of data.
• Recommend new and revised policies and strategies to improve organizational efficiency and productivity.
• Act as the point of contact for internal and external requests.
• Provide critical operational support for SJMA's strategic commitment to cross-departmental collaboration including the public programs working group and the Equity Task Force. Schedule cross-departmental meetings, manage master programs calendar and process related invoices and contracts; and support project management for Equity Pilot Teams.
• Provide additional general office management support, ensuring seamless day-to-day office operations, including such tasks as proactively maintaining supplies and equipment, inputting new hire information into various SJMA-wide online platforms, overseeing vendor relationships, director event, and donor thank you notes, and coordinating the purchase of flowers, gifts, and cards for employees during periods of illness or recovery, etc.

Qualifications

About Us :

The San José Museum of Art (SJMA) is a contemporary art museum dedicated to inclusivity, new thinking, and visionary ideas. Founded in 1969 by artists and community leaders, its dynamic exhibitions, collection, and programs resonate with defining characteristics of San José and Silicon Valley-from its rich diversity to its hallmark innovative ethos. The Museum offers lifelong learning for school children and their educators, multigenerational families, creative adults, university students and faculty, and community groups. SJMA is committed to being a borderless museum, essential to creative life throughout the diverse communities of San José and beyond : https : / / sjmusart.org / about

SJMA has been awarded re-accreditation by the American Association of Museums (AAM), a recognition given to just 1,106 of the nation's 33,000 museums and SJMA is one of only 78 museums accredited in California. With its mix of self-assessment, peer review, and public recognition, AAM Accreditation ensures the integrity and accessibility of museum collections, reinforces the education and public service roles of museums, and requires good governance practices and ethical behavior. SJMA has been awarded Charity Navigator Four Stars and Guidestar Platinum Transparency, noting the highest non-profit distinctions exceeding or meeting best practices and industry standards.

Located near the Plaza de César Chavez in downtown San José, the Museum serves 100,000 people a year, including 30,000 school children, and is the largest provider of arts education in Santa Clara County.

SJMA conducts pre-employment, post-offer background checks in accordance with state and federal law. SJMA offers a competitive benefits plan including medical, dental, vision and paid sick and vacation time. The Museum also offers a generous retirement program. As SJMA operates in a City of San Jose-owned building, applicants must comply with the City's COVID-19 vaccine mandate.

SJMA is actively seeking individuals from diverse backgrounds. We deeply appreciate cultural, racial, and ethnic diversity, as well as different gender expressions and abilities. We encourage BIPOC, LGBTQ , bilingual or multilingual candidates, and individuals with disabilities to apply. As an equal opportunity employer, we at SJMA highly esteem the diversity of individuals and the multitude of ideas, perspectives, insights, and values they contribute to our workplace.

SJMA's hiring policy requires all candidates to be at least 18 years of age. Due to the high volume of interest, regrettably, we cannot respond to individual applicants. If you are selected as a potential candidate, SJMA will contact you to schedule an interview. No phone calls, please.

Salary Range : $64,000 to $80,000

Salary : $64,000 - $80,000