Executive Assistant

About MOAS Executive Assistant

Position Title: Executive Assistant
Department: Administration
Location: The Cici and Hyatt Brown Museum of Arts, Science & History(The Brown),352

South Nova Road, Daytona Beach, FL 32114.
Status: Full‑Time, Exempt (Administrative Exemption under the FLSA)
Reports To: Chief Executive Officer (CEO)
Supports: CEO, CFO, COO/Director of Human Resources, Chief Advancement Officer, Chief Curator
Salary Range: $48,000-$52,000

POSITION SUMMARY

The Executive Assistant is a high‑level, exempt administrative professional who ensures seamless executive operations for The Brown. This position provides comprehensive administrative, operational, and confidential support to the CEO while also supporting the CFO, COO/Director of HR, Chief Advancement Officer, and Chief Curator.

The Executive Assistant manages the daily office operations of the CEO, ensuring seamless execution of administrative functions and enabling the CEO to focus on strategic priorities.

The role’s primary duty is office/non‑manual work directly relatedto the Museum’s management and general business operations and requires regular discretion and independent judgment on matters of significance (e.g., scheduling priorities, donor and board communications, compliance workflows, document custody).

This position upholds strict chain‑of‑custody protocols for sensitive financial, HR, and donor documents; supports board governance; coordinates cross‑departmental initiatives; andrepresentsthe Executive Office with professionalism, discretion, and proactive problem‑solving.

ESSENTIAL DUTIES & RESPONSIBILITIES

Executive Support

• Serve as the primary point of contact for internal and external communications on behalf of the CEO.
• Manage, prioritize, and optimize the CEO’s calendar; coordinate complex scheduling, travel, agendas, and briefing materials.
• Draft, edit, and finalize board‑ready correspondence, presentations, and reports; maintain follow‑up trackers and decision logs.
• Exercise discretion in triaging issues, setting priorities, and committing executive time in alignment with strategic objectives.

Board & Governance Support

• Coordinate Board and committee meetings, scheduling, logistics, and communications.
• Prepare meeting packets, agendas, and presentations; record and maintain minutes and governance archives.
• Manage Board compliance documentation and support Finance Committee and other executive‑level committees.

Finance, Records Management & Chain of Custody

• Open, process, and route incoming mail daily, including donations, financial correspondence, and confidential documents.
• Maintain strict chain of custody for all financial, HR, and donor materials in accordance with internal controls and best practices.
• Maintain secure digital and physical filing systems for executive, financial, HR, and donor records; track documents requiring executive signature or approval.

Advancement, Capital Campaign & Donor Support

• Prepare donor correspondence, acknowledgments, and executive communications with consistent accuracy and tone.
• Support donor meetings, briefings, stewardship activities, and capital campaign logistics; coordinate with Advancement on records and reporting.
• Conduct light prospect research and prepare donor briefing materials.
• Manage daily operations of the Executive Office, ensuring efficient administrative workflow.
• Coordinate cross‑departmental meetings, agendas, follow‑ups, and deadline tracking.
• Support procurement processes, vendor relations, and contract administration.
• Provide logistical and administrative support for museum‑wide initiatives and special projects.
• Assist the CFO and COO/Director of HR with confidential administrative tasks, compliance tracking, and executive operations.

QUALIFICATIONS

Education

• Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field preferred but not required.

Experience

• Minimum 3 years of executive‑level administrative support (nonprofit/museum/advancement environments preferred).
• Experience handling confidential materials, donor correspondence, board governance, or finance/HR documentation preferred.
• Exceptional organization and attention to detail; advanced…