Executive Assistant to the COO

JOB TITLE: Executive Assistant to the Chief Operating Officer 

DEPARTMENT: Director’s Office 

REPORTS TO: Chief Operating Officer and Manager, Director's Office 

CLASSIFICATION: Full-Time, Exempt 

REMOTE WORK ELIGIBILITY: Project-Based 

GENERAL SUMMARY 

Under the supervision of the Chief Operating Officer (COO) and Manager, Director’s Office, the Executive Assistant executes administrative needs and support functions of the office of the Chief Operating Officer. Oversees tasks and performs confidential administrative duties acting as a liaison for the COO to coordinate, assist, and oversee specific and special projects to advance museum operations.  

ESSENTIAL FUNCTIONS

• Handle requests from staff, volunteers, committee members, the public and other entities as necessary.
• Handle all incoming calls to the COO’s Office and assist with answering the department phone lines.
  
• Maintain calendars; organize meetings, coordinate appointments, and make travel arrangements for the COO.
• Work closely and effectively with the COO to keep well informed of upcoming commitments and responsibilities, following up appropriately.
• Confer with interested societies, groups, and individuals for the purpose of furthering museum operations.
• Conserve the COO’s time by successfully completing critical aspects of deliverables with a hands-on approach by reading, researching, routing, and archiving correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Attend select meetings with the COO and take minutes.
• Provide historical reference by developing and utilizing filing and retrieval systems.
• Execute all filing and reporting for the COO in accordance with the retention and deletion policies.
• Prepare the COO’s expense reports, purchase orders, vendor applications, and monitor department budget.
• Provide SharePoint assistance to the COO by managing digital archives. Maintains the department site pages and supporting content.
• Prepare PowerPoint presentations and meeting materials for the COO.
• Create and manage department templates and standard operating procedure guides.
• Prepare a daily planner for the COO that contains a meeting schedule and materials.
• Operate as a primary point of contact for the COO.
• Complete special projects for the COO.
• Represent the COO by attending meetings in the executive's absence; speaking for the executive only as requested by the COO.
• Provide administrative support as requested to the Executive Director, Talent, Culture, and Operations. 
• Provide administrative support for the museum’s Building Subcommittee. Maintain the roster, takes meeting minutes, prepares agenda, format reports, distribute materials, maintain archives, and member contact information.
• Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders. 
• Perform other duties as assigned. 

QUALIFICATIONS 

EDUCATION AND EXPERIENCE  

Associates degree in business administration or related field required. Bachelor’s degree preferred. Five (5) years of experience as a senior executive assistant required. Additional years of experience may be substituted for the educational requirement.  

KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of art and art history.
• Experience monitoring and recording meetings.
• Maintain punctual, regular, predictable attendance.
• Demonstrated collaboration skills to work across departments and divisions internally and with diverse stakeholders externally.
• Demonstrated ability to provide strong customer service
• Demonstrated research and analysis skills to identify critical information and complete projects and goals.
• Demonstrated organizational skills to plan, manage, prioritize, and complete multiple on-going projects to meet deadlines and goals.
• Demonstrated ability to share complex information, ideas, and instructions clearly, effectively, and professionally to diverse audiences through talking or writing.
• Demonstrated ability to work with attention to detail and produce accurate results. 
• Must have solid office administration skills, including ability to maintain files and keep items in a logical and organized manner and operate most office equipment.
• Must possess a demonstrated understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
• Ability to work occasional weekend and evening hours as needed.
• Must be proficient in the latest version of Office 365. 
• Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.
• Must be able to establish and maintain professional, productive, and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.

PHYSICAL DEMANDS