Executive Assistant to Museum Director

4 weeks ago

New York, United States C-SUITE ASSISTANTS Full time

A prestigious museum located downtown NYC is looking for an Executive Assistant to the Managing Director. The role is 5 days in office. In this role, every day is different. A successful EA will have a ‘yes’ oriented mindset, eager to tackle a range of challenges with a problem-solving approach to get the job done. The role acts as the Director’s trusted partner, and will also work in close collaboration with, and report to theChief of Staff. There is longevity among employees and a collaborative culture.


About the Job:

Field requests from trustees and supporters, management team, public figures, government officials, dignitaries and visitors from around the globe

Manage the Director’s calendar and to-do list to strategically prioritize their time and areas of focus amidst shifting needs and competing demands

Book travel arrangements including flights, hotels, ground transportation; obtain visas, passport renewals, or any other travel documents as needed

Manage expenses and reconcile and submit monthly expense reports

Follow-up on complex, dead-line driven projects

Coordinate internal and external meeting logistics, agendas, materials and communications, including booking space and ensuring appropriate set-up/tech requirements, catering and restaurant reservations, and confirming guests and attendees

Ensure the Director is adequately prepared for meetings, and is kept on schedule and on time (remarks, research briefings, and presentations)

Draft and send correspondence as requested by the Director

Manage contacts across Outlook and CRM (currently Raiser’s Edge)

Managing and organizing e files and archives related to the Director’s office

Serve as point of contact for museum visitors and guests of the Director

Manage Director’s office vendor relationships including messenger/couriers, car service, caterers, florists, etc.

Sort and reply to incoming mail and package deliveries

Maintain Director’s office team supplies including maintaining the DO/Trustee room kitchen

Maintain Director’s invite lists for special events

Coordinate with the COS on press releases, interviews and public appearances, crisis communication response plans, confidential announcements, trustee and donor updates, staffing changes

Ensure timely correspondence from the Director including donor solicitations and acknowledgement letters, loan requests and appeals, contracts and agreements, decks and presentations, key art and marketing collateral, press releases

Arrange exclusive site visits and on occasion serve as the representative for the Director in internal and external situations

Source and send thoughtful gifts and thank yous on behalf of the Director as needed

Screen incoming phone calls delivering detailed, timely messages to the appropriate parties


About You:

Minimum of 7 years of experience in a related support position

BA/BS from a college or university a plus

Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

Dynamic and proactive comfortable in a fast-paced environment.

Polished, professional demeanor

Proactive go-getter; no task is too big or too small

Outstanding communication skills


Benefits (medical, dental, vision), 403(B) plan, Life Insurance

Hours: 10-6

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