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Executive Assistant to the Deputy Director

2 months ago

Philadelphia, United States Philadelphia Museum of Art Full time
Job DescriptionJob DescriptionWe Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 

The Executive Assistant provides administrative support to the Deputy Director & Chief Advancement Officer to facilitate all aspects of the museum’s fundraising programs. This individual works closely with all Development staff, other museum staff, Trustees, donors, and volunteers to coordinate information, meetings, events, and processes to maximize philanthropic support and communication. The position requires confidentiality, discretion, diplomacy, and the ability to perform in a high-volume, fast-paced office environment with minimal supervision.

Specifically, you will:
 
  • Provide Deputy Director & Chief Advancement Officer with daily support by ensuring that all projects, works in progress, and relationships with both internal and external constituents receive timely focus.
  • Support constituent relationships on behalf of the Deputy Director & Chief Advancement Officer especially those with members of the Board of Trustees, staff of the Philadelphia Museum of Art, donors, and volunteers; and exercises considerable discretion and confidentiality in all matters.
  • Organize, maintain, and retrieve electronic and paper files of all correspondence, memos, proposals, etc. generated and received by the Deputy Director & Chief Advancement Officer.
  • Answer, screen, and direct calls as appropriate. 
  • Maintain Deputy Director & Chief Advancement Officer’s calendar . Coordinate meetings, events, and programs for the Deputy Director & Chief Advancement Officer with staff, trustees, constituents, colleagues, and others.
  • Help to respond to internal and external inquiries and prepare and distribute written/electronic correspondence and information.
  • Assist with preparations for Committee and Board meetings. Requests and runs specialized reports for Deputy Director & Chief Advancement Officer and other stakeholders.
  • Regularly support development cultivation and stewardship events.
  • Order catalogues yearly, maintain budgets, oversee delivery and departmental distribution. Maintain catalogue closet.
  • Reconcile company credit card reconciliation for Advancement department
  • Process invoices via Concur.
  • Work as requested on special initiatives and projects.
  • Greet and assist guests and visitors and facilitate their requests and questions.
  • Organize travel and ancillary arrangements for the Deputy Director and prepare detailed itineraries when necessary.
  • Receive and maintain RSVPs and invitation information.
  • Use Raiser’s Edge to access donor records/information and enter Deputy Director & Chief Advancement Officer’s actions and proposals.
  • Order and maintain office supplies including PMA stationery.
  • Perform other duties as assigned.


Your background and experience include:
 
  • Several years of experience in administrative support position.
  • Excellent communication skills.
  • Must be proficient in all Microsoft Office products, specifically Outlook, Word, Excel and PowerPoint.  Raiser’s Edge experience strongly preferred.
  • Experience in a professional environment demanding thoughtfulness and confidentiality with ability to relate well to people from many different backgrounds.
  • Professional demeanor, especially under pressure.
  • Strong attention to detail and ability to work accurately under deadline.
  • Undergraduate degree or equivalent relevant experience.


Position and Compensation Details
 
  • The hourly rate for this position is $27.
  • This position is Full-Time, Non-Exempt and 35 hours per week.
  • This position reports to the Deputy Director & Chief Advancement Officer.
  • Physical requirements:
    • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
  • Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.


Institutional Requirements
 
  • Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
  • Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
  • Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
  • Maintains confidentiality.
  • Adheres to all museum protocols, procedures, rules, and policies.


Application Timeline

Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
 
  • Free general admission to the museum for you and your immediate family
  • Discounted guest tickets for admission
  • Discounts on gift memberships
  • Special staff tours and presentations from our curatorial and conservation teams
  • Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:
 
  • Medical, dental, and vision benefits
  • Fully paid short-term disability insurance, long-term disability insurance, and life insurance
  • Health savings or flexible spending account program
  • Retirement savings program with museum match
  • Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

 

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