Executive Assistant

ABOUT THE POSITION

The Executive Assistant provides high-level executive support to two leaders in the museum, the Chief Operating Officer (COO) and the Chief Strategy Officer (CSO). They ensure both leaders’ time is effectively allocated and that they have the information, materials, and coordination needed to advance institutional priorities.

The Executive Assistant will perform a wide range of support activities including calendar management, reviewing, prioritizing, and managing incoming requests through email and other communication, travel arrangements, executive communications, project coordination and tracking, preparation of reports and presentations, and other duties as required by a complex and evolving work environment. Candidates must demonstrate experience supporting senior executives or principals on multifaceted and sensitive issues, an ability to handle a high degree of confidential information, exceptional time management and organizational skills, strong written communication and sound judgment, and high standards for attention to detail and quality of work.

DUTIES AND RESPONSIBILITIES

Provide high-level administrative support, anticipating, identifying, and addressing the needs of the COO and CSO, and executing solutions to those needs in a timely manner.
Manage the COO’s and CSO’s calendars with strategic prioritization, coordinating internal and external meetings, deadlines, presentations, travel, and other commitments while protecting executive time and ensuring it is effectively allocated. Track invitations, internal and external meeting requests, and PTO requests from their direct reports, and proactively identify scheduling conflicts, gaps, and competing priorities.
Help organize and synchronize the COO’s and CSO’s efforts, through monitoring a steady stream of commitments and deadlines and attending key planning meetings to take notes on themes, conclusions, and follow-up action items, and track the status of action items assigned and timeliness to help ensure follow-through.
Maintain executive and project calendars to track key activities, milestones, and deadlines in alignment with institutional priorities.
Provide project management and coordination support for initiatives led by the COO and CSO, working across teams to track timelines, deliverables, roles, responsibilities, and outstanding items; maintain current knowledge of project status and be prepared to provide a concise status summary as needed; help move cross-team initiatives forward; and serve as a point person for questions and coordination on behalf of the COO and CSO.
Draft emails, correspondence, announcements, and other communications on behalf of the COO and CSO, producing polished, accurate, ready-to-send materials and helping maintain consistency across executive communications.
Communicate professionally and effectively with staff, senior leadership, Board members, and external stakeholders, exercising discretion, sensitivity, kindness, and sound judgment as a representative of the executive offices.
Research individuals and organizations requesting meetings or engagement with the COO and CSO and maintain relevant contact and relationship information to support informed decision-making and relationship management. Maintain sections of the master contact list pertaining to the COO and CSO, i.e., expansion-related invitations, sponsorship-related invitations, and miscellaneous cultural institutions.
Provide support for Board meetings, including logistics, preparation of materials, and recording and tracking follow-up actions.
Assist in the contract management process and ensure an up-to-date and accurate contract inventory.
Maintain, executive and departmental files and records, ensuring accuracy, accessibility, and confidentiality.
Coordinate travel arrangements for the COO and CSO and submit invoices and expense reports for payment and reimbursement.
Serve as a delegate for time tracking.
Exercise independent judgment in prioritizing requests, managing competing deadlines, and determining when to escalate issues.
As a member of the administrative/office support team, responsibilities in this role also include ordering supplies, maintaining office equipment, and providing general administrative office support as needed.
Other duties as assigned.

Requirements
EXPERIENCE AND QUALIFICATIONS

At least 5 years of experience supporting senior executives in a fast-paced, dynamic environment.
Demonstrated experience providing high-level administrative support to senior executives or principals in a complex, fast-paced environment.
Excellent judgment and discretion, with the ability to handle sensitive and confidential information.
Strong written and verbal communication skills, including the ability to communicate effectively with senior leaders, Board members, and external partners and prepare polished, ready-to-send correspondence and communications.
Advanced PC-based computer skills required, including complex calendar management in Outlook, strong Excel skills (tracking, reporting, and organizing data), and preparation of professional presentations in PowerPoint.
Exceptional time management and attention to detail, with the ability to manage multiple priorities and meet competing deadlines.
Ability to build and maintain effective working relationships across teams and with individuals at all levels of the organization.
A professional demeanor and ability to stay calm under pressure.
Adaptability to various workstyles and communication styles, and receptivity to feedback.
Approaches work with integrity, honesty, and accountability.
Demonstrates empathy, active listening, and critical thinking.
Strong organizational and project coordination skills, with the ability to track multiple workstreams, action items, and deadlines and maintain awareness of project status.
Supports and demonstrates the museum’s culture of developing a diverse, equitable, inclusive, and accessible environment for staff, contract staff, vendors, and visitors.