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Executive Assistant

3 months ago

Chicago, Illinois, United States Richard H. Driehaus Museum Full time

About The Richard H. Driehaus Museum
The Richard H.

Driehaus Museum explores art, architecture, and design from the late nineteenth and early twentieth century in exhibitions and programs that illuminate the history and culture of this period and contextualize for today.

Located just steps from the Magnificent Mile, the Museum sits squarely at the center of Chicago's cultural dialogue.

About the position


We are seeking an
Executive Assistant to work in alignment and collaboration with the Executive Director (ED) to seamlessly coordinate the ED's office and the Museum overall.

This position also supports the Director of Development and Strategy and the Director of Marketing and Communications in administrative duties.

The Executive Assistant is the link between all departments of the Museum and our Museum partners.

The Executive Assistant provides comprehensive executive and administrative staffing including daily office management, preparing and staffing the ED for meetings, and responding to and guiding inquiries from staff, Trustees, and external parties and vendors.

This position plays a key role in ensuring effective coordination between department heads, 3rd party professional services providers, Driehaus Enterprise Management Inc.

(DEMI), and the ED to support the Museum's strategic objectives always working in ways that are equitable for all. This position deals with confidential information and utmost discretion must be always used.

  • Principal Duties and Responsibilities_:

Administration for the Executive Director

  • Serve as key staff point person for the Executive Director to ensure they are prepared to execute on museum business on time and effectively. Execute administrative duties on behalf of the Executive Director including the efficient and professional management of mail, calendars, phone calls, expenses, travel, and meetings.
  • Serve as administrative point of contact for Driehaus Museum trustees through the maintenance of committee and board rosters and support Board meeting planning and execution. Work in partnership with Executive Director and Director of Development & Strategy on managing the Board.
  • Manage events such as Board of Directors' meetings, small dinners, and opening receptions by coordinating staff, vendors, and invitation and rsvp lists. Coordinate management of contracted event producers and contracted event staff. Duties for meetings will include drafting board materials, creating final pdf packets, coordinating dates for meetings and planning sessions, and also managing meeting logistics for these quarterly meetings.
  • Work with Accounting partners to manage flow of invoices to ensure prompt payment of bills.
  • Serve as primary liaison to outside accounting partners in ensuring systems are in place and that all staff understand what is needed for both accounting and payroll functions.
  • Coordinate incoming/outgoing mail and facilitate materials coming/going to DEMI. Serve as primary museum contact for DEMI partners.
  • Serve as liaison for Museum partners who lease office space from the Museum, answering questions, ensuring optimum customer service, and directing Museum staff for support as needed.
  • Oversee the management of the main calendar museum activities for use by all staff.
  • Coordinate All Staff meeting, Leadership Team meeting and other ongoing meeting agendas by working with ED and distributing materials in advance.
  • Manage Museum credit card reconciliation process via Expensify.
  • Coordinate ED's donor cultivation, contribution acknowledgements, and giftgiving, and ensure accurate tracking of all in Altru, the Museum's development database.
  • Coordinate travel and lodging for visiting guests, curators and couriers as needed for Executive Director or Department Heads.
  • Represent the office of the ED when they are offsite and make necessary decisions and engage ED and leadership as needed.
  • Work closely with Facilities and Operations and Guest Services Departments to ensure continuity of planning for special VIP groups, events, and board related visits and events.
  • Other duties and special projects as assigned by the Executive Director.

Administration for Director of Development and Strategy

  • Execute administrative duties on behalf of the Director of Development & Strategy including the efficient and professional management of mail, calendars, phone calls, expenses, travel, and meetings.
  • Provide support in acknowledging membership and donor communications for Director of Development & Strategy.
  • Work in partnership to support and manage the Board of Directors and handling incoming requests, scheduling meetings, and general communications.

Administration for the Director of Marketing and Communications

  • Execute administrative duties on behalf of the Director of Marketing and Communications including the efficient and professional management of mail, calendars, phone calls, expenses, travel, and meetings.
  • Mana