Executive Assistant, Directors Office

Executive Assistant Directors Office

• Manage Directors calendar including meetings with high-level donors artists press elected officials and industry leaders
• Prepare for meetings with agendas briefings notes and post meeting summaries
• Work closely with the Chief of Staff and the Development team to align priorities sequence meetings and maintain a balanced schedule
• Implement sophisticated calendar management techniques including time blocking buffer scheduling and priority-based appointment setting.
• Anticipate and resolve potential schedule conflicts proactively
• Serves as the gatekeeper for the Directors time making judicious decisions about which meeting requests to accept decline delay or delegate.
• Coordinates seamless calendar integration across multiple platforms to ensure the Director can access appointment details across devices
• Manage Directors email inbox flagging priority communications responding to routine inquiries and filtering spam.
• Drafts daily communications for the Directors immediate attention including thank you notes stewardship notes and organizational updates.
• Initiate drafts of speeches or other text requested by the Director and manage the timely review and approval of such pieces
• Maintain up-to-date contact information and donor correspondence in Tessitura the Museums fundraising database.
• Support the Director in cultivating strong relationships with the Board of Trustees and major donors through excellent communication and hospitality.
• Coordinate with the Development Team to manage outreach to VIPs influencers and artists for Museum events openings and the annual gala.
• Staff the Director at key events track guest interactions and assist with follow-up communications.
• May assist in planning and supporting board trips both domestic and international.
• Act as concierge to Directors Office warmly welcoming guests and setting up amenities and food service for engagements as needed
• Identify and implement improvements to increase efficiency in Directors Office operations
• Books all travel arrangements and creates detailed itineraries for the Director to ensure ease of travel
• Supports management of office budget and financial reconciliations including processing the Directors invoices and credit card statements
• Coordinate with IT Facilities and Security departments to ensure seamless office functionality
• Establish and maintain filing systems (physical and digital) and records management protocols for the Directors Office
• Assist as needed with museum wide events supporting the Chief of Staff and the Chief Operating Officer / Chief Financial Officer.

• Aminimum of 5 -7 years of experience directly supporting C-suite executives and managing complex office logistics
• CRM/ database proficiency- ability to generate reports analyze data and keep organized systems
• Expert in Microsoft Office Suite (Word Outlook Excel) and Outlook calendar capabilities and scheduling in particular
• Attention to detail and dedication to improving systems and processes
• A resilient and proactive mindset with the ability to maintain composure and perform effectively under pressure.
• Ability to manage upward prioritize competing demands and maintain strict confidentiality
• Attention to detail and a strong personal work ethic
• Impeccable communication skills (oral and written)
• Cheerful professional demeanor with a focus on excellent customer service
• Demonstrable passion for the Museums mission and innovative programming

• Candidate is tech-savvy and enjoys using technology to make systems and processes more efficient
• Experience with Customer Relationship Databases (CRM) Tessitura preferred