Executive Coordinator & Program Manager Glassell

Position Summary

This position serves as a central administrative and operational partner to the Director of the Glassell School of Art. The role combines executive-level administrative support with coordination of governance processes, fundraising initiatives, institutional reporting, and public-facing programs.

Working across departments, the position ensures the effective execution of the Director’s priorities and supports communication and coordination among faculty, staff, leadership, and external partners.

• Manages the Director’s calendar, contacts, and scheduling of internal and external meetings.
• Prepares materials for faculty and staff meetings and other meetings; provides meeting support, including agenda preparation, note-taking, and follow-up.
• Drafts correspondence and prepares reports, presentations, and briefing materials as needed.
• Collaborates with staff to gather and synthesize information for reports, publications, and presentations.
• Conducts research and prepares background materials as requested.
• Coordinates Director travel, including logistics, budgeting, and expense reconciliation in accordance with MFAH policies; reconciles Director expense reports and tracks related documentation.
• Coordinates with HR on performance review processes and internal communications.
• Distributes information related to MFAH-wide meetings, programs, and announcements.
• Serves as a liaison between the Director and faculty, staff, students, and external partners, facilitating clear communication and coordination across the School and the Museum.

• Coordinates logistics and prepares materials for Glassell Executive Committee meetings, including scheduling, catering, AV, and communications. Maintains records, contact lists, and documentation, and prepares meeting minutes and tracks follow-up items.
• Supports the Director in advancing Glassell’s contributions to MFAH governance by coordinating with Development and the MFAH Director’s Office to ensure timely preparation and submission of materials for the MFAH Executive Committee, Board of Trustees, and Finance Committee. Prepares, compiles, and distributes reports and presentations for these bodies as needed.

• Coordinates donor acknowledgements and gift-related communications in collaboration with the Development team.
• Liaises with staff and partner organizations as needed, and collaborates with the Development team on grant-, foundation-, and corporate-funded Glassell initiatives.
• Provides support for two major annual fundraising initiatives:
• Annual Gala (led by Development):
  Assists as needed with artist outreach, coordination of donations, and related communications. When applicable, works with Exhibitions staff on the installation and presentation of artworks, supports auction logistics, and coordinates artist payments and follow-up.
• Annual Student Sale (overseen by the Associate Director and administered by the Program & Operations Coordinator):
  Provides supplemental coordination and support as needed.

• Assists the Director and Associate Director with the preparation of annual budgets and related presentations.
• Tracks and organizes financial documentation for programs and events.

Supports the Associate Dean in the planning and execution of Glassell study tour programs.

• Program Planning & Coordination:
  Collaborates with the Associate Dean and faculty trip leaders to research, develop, and confirm itineraries and program logistics. Coordinates with partner organizations and vendors to support program planning and execution.
• Travel & Logistics:
  Assists with preparation of travel authorizations and researches staff and group travel logistics, including group bookings and accommodations.
• Participant Materials & Communication:
  Prepares informational and presentation materials for distribution to students. Serves as a primary point of contact for participant inquiries and external partners, and participates in Q&A and informational sessions.
• Financial Coordination:
  Works with the Associate Director to support trip budgets,…