Executive Assistant

About The Eames Institute
The Eames Institute of Infinite Curiosity is a nonprofit public charity dedicated to advancing the dynamic legacy of 20th-century designers Ray and Charles Eames. By sharing the things the Eameses made and loved, along with their joyful and rigorous approach to life and work, we seek to inspire creative problem-solving that positively shapes our world.

With our vast collections, digital and print offerings, an extensive program of events, and the Eames Ranch, we aim to demonstrate the enduring value of the Eameses' philosophy and invite people to explore their curiosity, ask questions, and implement creative solutions to the challenges of today.

About The Role
The Executive Assistant will serve as a strategic partner and trusted ambassador for the Institute's co-founders, the President & CEO and Chief Curator, providing critical administrative and operational support, while occasionally assisting other members of the Executive Team. This role is ideal for a polished, highly-organized professional, who excels at managing complex schedules, navigating high-profile relationships, and anticipating the needs of executives. The Executive Assistant will act as a key point of contact and ambassador ensuring seamless preparations, interactions, and follow-up with collaborators, stakeholders, donors, and VIPs. The ideal candidate is not only professional and proactive, but also flexible, collaborative, and able to thrive in a creative, curiosity-driven environment, while helping the Institute's Executive Team achieve its goals internally and amplify the organization's external relationships.

Key Responsibilities

• Provide high-level administrative support to the CEO and Chief Curator, including complex calendar management, meeting preparation/follow-up, communications, expense reporting, frequent domestic and international travel arrangements, guest itineraries, and general correspondence.
• Serve as a trusted partner and gatekeeper, managing priorities, sensitive information, and competing demands with discretion and sound judgment.
• Anticipate needs, staying multiple steps ahead to streamline scheduling, and act as liaison between the CEO and Chief Curator and internal/external stakeholders.
• Support the CEO's fundraising, donor relations, and cultivation efforts through scheduling, follow-ups, event and appearance coordination.
• Anticipate leadership needs proactively and propose solutions that enhance executive efficiency and organizational effectiveness.
• Liaise across departments and external partners to ensure seamless communication and alignment on strategic priorities.
• Support communications, material preparation, and meeting logistics.

Executive Team Support (10%)

• Assist Executive Team with weekly meeting scheduling, team retreat and off-site logistics, dashboard upkeep, calendar, and travel coordination.
• Support special projects and collaborative planning efforts across departments as needed.

Required Skills and Experience:

• Minimum 5 years of experience in executive-level administrative support, ideally within a non-profit, arts, education, museum, or property construction/design environment.
• Proven ability to manage competing priorities and coordinate complex logistical needs.
• Strong proficiency in Google Workspace, Microsoft Office, Slack, and digital file management systems.
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems
• Exceptional organizational skills, attention to detail, and proactive problem-solving abilities.
• Excellent communication skills, written and verbal, with a high degree of professionalism and discretion.
• Experience with project management tools (e.g., Asana, AirTable) and document formatting tools (e.g., Adobe Acrobat, DocuSign, Figma, and Keynote ) a plus.
• Interest or background in arts, education, architecture, or community development preferred.
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the organization and its employees.

Essential Functions

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands for typing, writing, and handling office equipment.
• Ability to lift and carry office supplies and equipment weighing up to 30 pounds.
• Occasional standing, walking, bending, or reaching within the office environment.
• Regular use of vision abilities including close vision, color vision, and ability to adjust focus.
• Ability to communicate effectively via phone, video conference, and in person.
• May require occasional travel between office locations or for business meetings.

What we offer

• Salary range for this role is $90,000 - $125,000

• The Eames Institute offers a competitive benefits package, including…

• Medical, Dental, Vision and Life Insurance

• 401k employer match
• Commuting benefits
• Wellness stipend (annual)
• Professional development stipend (annual)
• $500 match for charitable giving, for every year of service up to five years
• Unlimited paid time off policy in addition to fourteen paid holidays

This job description is intended to describe the general requirements for the performance of this job. It is not a complete statement of duties, responsibilities or requirements. Other duties not listed here may be assigned by your manager.
U.S. Equal Employment Opportunity Statement

The Eames Institute values diversity, inclusion & belonging for all, and is proud to be an Equal Employment Opportunity employer. We strive to create a workplace that empowers people of all backgrounds, identities, and experiences to feel respected, valued, and able to contribute at the highest level. If you're excited by this role but your professional experience doesn't perfectly align with the qualifications listed, we still encourage you to apply.