Executive Assistant

Description

Job Title: Executive Assistant

Employment Type: Full Time Exempt

Department: Director's Office

Division: Director's Office

Reports to: Jean and Myles McDonough Director

Supervisory Responsibilities:     None

Salary Range: $62,000 - $75,000 Annually

Diversity, Equity, Accessibility, and Inclusion at WAM: 

At WAM we are committed to building a diverse environment, one where staff feel a sense of belonging, and are valued for their contributions and the perspectives they bring. Please visit our Mission, Vision, and Values page to learn more. 

Job Overview: 

As a trusted partner of the Jean and Myles McDonough Director and member of the leadership team, the executive assistant oversees the director’s office, notably managing the Director’s robust calendar of meetings, preparing the director for meetings and supporting special projects. Works closely with Senior Leadership Team, Advancement Division, and Executive Board Liaison

Duties/Responsibilities: 

• Manages all daily activities of the Director’s Office, including managing an extremely active calendar of appointments and travel arrangements; organizing and prioritizing Director’s email, postal mail, telephone calls, and contacts; responding to inquiries within scope of position; bringing issues and questions to a conclusion whenever appropriate; overseeing changes to office systems and maintaining office supplies.
• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Director, and fielding requests.
• Oversees a wide range of administrative and general office duties to ensure timely completion of projects that enhance the efficiency and effectiveness of the Museum. 
• Provides meeting support by creating agendas, confirming attendees and presenters, coordinating room bookings and other details, and preparing materials to be distributed.
• Records minutes at key meetings, organizes, and communicates follow-up items, tracks projects from beginning to end, and documents outcomes.
• Assists with preparation of presentations for both internal and external audiences.
• Researches or prepares special reports, which may be of a confidential and sensitive nature, as requested.
• Documents and records into Altru database all Director's fundraising or stewardship interactions.
• Develops and manages the Director’s office budget.
• Coordinates, as needed, with Executive Board Liaison (e.g. budget for board, scheduling for Director, etc.).
• Generates and submits expense reports on behalf of the Director.
• Assists with planning and managing special functions and events for the Director.
• Serves as a resource for the leadership team in scheduling, coordinating, and corresponding with internal and external audiences to further Museum-wide initiatives.
• Provides project support to the leadership team, as needed.

Requirements

Qualifications: 

• Excellent verbal and written communications skills.
• Flexibility, discretion, confidentiality, and a solutions-based approach to addressing problems.
• Proven project management experience.
• Skill to perform a wide variety of difficult, sensitive, and confidential executive-level work.
• Capacity to juggle competing priorities and to pro-actively problem solve.
• Sound judgment in decision-making.
• Experience in high degree of responsibility, initiative, accuracy, diplomacy, tact, and judgement. This position works effectively and collegially with a broad range of staff, Trustees, donors, and the public.
• Proficient in Microsoft Office and Teams (Outlook, Word, Excel and PowerPoint); Adobe Acrobat, Blackbaud/Altru experience preferred.
• Understanding of the bigger picture with the capacity to look at details.
• Embraces and promotes diversity, equity, accessibility, and inclusion initiatives

Education and Experience: 

• Bachelor’s degree in relevant areas, or equivalent experience
• At least 5 years in a high-level administrative support position.
• Prior experience and direct interaction with non-profit or for-profit boards, donors, senior-level management. 

Salary : $62,000 - $75,000