Executive Coordinator & Program Manager Glassell

Position Summary

This position serves as a central administrative and operational partner to the Director of the Glassell School of Art. The role combines executive-level administrative support with coordination of governance processes fundraising initiatives institutional reporting and public-facing programs.

Working across departments the position ensures the effective execution of the Directors priorities and supports communication and coordination among faculty staff leadership and external partners.

Directors Office & Administrative Coordination

• Manages the Directors calendar contacts and scheduling of internal and external meetings.
• Prepares materials for faculty and staff meetings and other meetings; provides meeting support including agenda preparation note-taking and follow-up.
• Drafts correspondence and prepares reports presentations and briefing materials as needed.
• Collaborates with staff to gather and synthesize information for reports publications and presentations.
• Conducts research and prepares background materials as requested.
• Coordinates Director travel including logistics budgeting and expense reconciliation in accordance with MFAH policies; reconciles Director expense reports and tracks related documentation.
• Coordinates with HR on performance review processes and internal communications.
• Distributes information related to MFAH-wide meetings programs and announcements.
• Serves as a liaison between the Director and faculty staff students and external partners facilitating clear communication and coordination across the School and the Museum.

Governance & Institutional Support

• Coordinates logistics and prepares materials for Glassell Executive Committee meetings including scheduling catering AV and communications. Maintains records contact lists and documentation and prepares meeting minutes and tracks follow-up items.
• Supports the Director in advancing Glassells contributions to MFAH governance by coordinating with Development and the MFAH Directors Office to ensure timely preparation and submission of materials for the MFAH Executive Committee Board of Trustees and Finance Committee. Prepares compiles and distributes reports and presentations for these bodies as needed.

Fundraising & Advancement

• Coordinates donor acknowledgements and gift-related communications in collaboration with the Development team.
• Liaises with staff and partner organizations as needed and collaborates with the Development team on grant- foundation- and corporate-funded Glassell initiatives.
• Provides support for two major annual fundraising initiatives:
• Annual Gala (led by Development): Assists as needed with artist outreach coordination of donations and related communications. When applicable works with Exhibitions staff on the installation and presentation of artworks supports auction logistics and coordinates artist payments and follow-up.
• Annual Student Sale (overseen by the Associate Director and administered by the Program & Operations Coordinator): Provides supplemental coordination and support as needed.

Financial & Budget Coordination

• Assists the Director and Associate Director with the preparation of annual budgets and related presentations.
• Tracks and organizes financial documentation for programs and events.

Programs: Study Tours

Supports the Associate Dean in the planning and execution of Glassell study tour programs.

• Program Planning & Coordination: Collaborates with the Associate Dean and faculty trip leaders to research develop and confirm itineraries and program logistics. Coordinates with partner organizations and vendors to support program planning and execution.
• Travel & Logistics: Assists with preparation of travel authorizations and researches staff and group travel logistics including group bookings and accommodations.
• Participant Materials & Communication: Prepares informational and presentation materials for distribution to students. Serves as a primary point of contact for participant inquiries and external partners and participates in Q&A and informational sessions.
• Financial Coordination: Works with the Associate Director to support trip budgets planning and post-program reconciliation of group and staff expenses.

Third-Party Events Coordination

• Serves as the primary point of contact for event inquiries and space use requests from within the Museum and external partners.
• As appropriate coordinates logistics for these events including scheduling catering and technical support; liaises with MFAH Special Events as needed.
• Represents Glassell at third-party events as the on-site representative.

General Operations

• Provides backup support for front office inquiries including phone and in-person interactions.
• Assists with additional Glassell events including Open House and other public programs as needed.

Knowledge Skills and Abilities

• Excellent writing editing and communication skills.
• Strong organizational and project management abilities.
• Ability to manage multiple priorities and deadlines with a high degree of professionalism and discretion.
• Self-directed and capable of working independently across complex workflows.
• Proficiency in Microsoft Office (especially PowerPoint); familiarity with Adobe Creative Suite preferred.

Education and Experience

• Bachelors degree required.
• 35 years of experience in administrative program coordination or operations roles.
• Experience supporting senior leadership and/or working in an arts or nonprofit environment preferred.

Schedule

• Full-time MondayFriday 9 am to 5 pm with occasional evenings and weekends required for programs and events.

Equal Opportunities for All

At the MFAH we believe that diversity equity accessibility and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity inclusion and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race creed color age gender sexual orientation religion national origin gender identity or expression genetic information disability or veteran status or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore if much of this job description describes you then you are highly encouraged to apply for this role.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed please contact the human resources department:

Required Experience:

Manager