Executive Assistant to the Deputy Director

3 weeks ago

Philadelphia, Pennsylvania, United States Philadelphia Museum of Art Full time
Job Summary

We are seeking an experienced and highly skilled Executive Assistant to provide administrative support to the Deputy Director & Chief Advancement Officer at the Philadelphia Museum of Art. This is a full-time, non-exempt position that requires a high level of discretion, confidentiality, and diplomacy.

Key Responsibilities
  • Provide daily support to the Deputy Director & Chief Advancement Officer, ensuring timely focus on all projects, works in progress, and relationships with internal and external constituents.
  • Support constituent relationships on behalf of the Deputy Director & Chief Advancement Officer, exercising 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 the Deputy Director & Chief Advancement Officer's calendar, coordinate meetings, events, and programs, and prepare and distribute written/electronic correspondence and information.
  • Assist with preparations for Committee and Board meetings, requests and runs specialized reports for the 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, and maintain the catalogue closet.
  • Reconcile company credit card reconciliation for the 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 the Deputy Director & Chief Advancement Officer's actions and proposals.
  • Order and maintain office supplies, including PMA stationery.
  • Perform other duties as assigned.
Requirements
  • Several years of experience in an administrative support position.
  • Excellent communication skills.
  • Proficiency in all Microsoft Office products, specifically Outlook, Word, Excel, and PowerPoint. Raiser's Edge experience is strongly preferred.
  • Experience in a professional environment demanding thoughtfulness and confidentiality, with the 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.
Benefits

The Philadelphia Museum of Art offers a comprehensive benefits package, including medical, dental, and vision benefits, fully paid short-term disability insurance, long-term disability insurance, and life insurance, as well as a retirement savings program with museum match, paid vacation, personal days, sick days, and holidays.

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