Executive Assistant to Melvin & Bren Simon Director IMA

Job Details

Department:
Administration

Position Type:
Full Time

Pay Range: $55,000 - $65,000 annually

• Serves as a key partner and source of support for the IMA Director. Shares the IMA Director’s aspirational vision for service to the community through excellence in the arts at Newfields, embracing and modeling the institutional mission, vision, and values.
  • Supports all administrative aspects of the IMA Director’s daily work routine, identifying opportunities to create efficiencies, improve outcomes, and facilitate internal collaborations across departments.
  • Works collaboratively with the assistants of other leaders across the organization.
  • Completes a broad variety of administrative tasks, including:
    • Plans, coordinates, and ensures schedules are followed and respected, providing a “gatekeeper” and “gateway” role, creating win‑win situations for direct access to their time and office while managing extremely active calendars of appointments.
    • Communicates on behalf of the IMA Director with all internal and external individuals—public, employees, donors, boards, visitors, callers, etc.—and composes, drafts, or transcribes a range of written materials: emails, letters, agendas, comments, and other presentation materials, including confidential correspondence.
    • Schedules, manages, and maintains complex calendars, prioritizing all meetings, resolving scheduling conflicts, proactively scheduling important meetings with internal and external individuals, confirming meetings, and handling RSVPs.
    • Processes documents for signature/approval, places phone calls, and handles all incoming/outgoing mail.
    • Makes all travel arrangements, arranging complex and detailed travel plans, itineraries, and agendas.
    • Completes expense reports and handles all reimbursements, purchase orders, and check requests on behalf of the IMA Director; creates and submits the annual departmental budget for approval and monitors it monthly.
    • Gathers data and prepares a variety of reports for the IMA Director.
    • Fully coordinates meetings, including IMA staff and certain Newfields Board‑level meetings, assisting in the preparation of materials for presentations, handouts, and correspondence; records, transcribes, and circulates minutes of board, board‑related committee meetings, and other meetings as appropriate.
    • Provides a bridge for smooth communication with internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
    • Works closely and effectively with the IMA Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately and acting as a “barometer,” having a sense of the issues taking place in the environment and keeping them updated.
    • Prioritizes conflicting needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
    • Maintains files, records, and documents.
    • Works on special projects on behalf of the IMA Director.

• Coordinating with cross‑disciplinary team members to ensure that all parties are on track with project requirements, deadlines, and schedules.
• Meeting with project team members to identify and resolve issues.
• Submitting project deliverables and ensuring that they adhere to quality standards.
• Preparing status reports by gathering, analyzing, and summarizing relevant information.
• Establishing effective project communication plans and ensuring their execution.
• Facilitating change requests to ensure that all parties are informed of the impacts on schedule and budget.
• Coordinating the development of user manuals, training materials, and other documents as needed to enable successful implementation and turnover of the process or system to end users.
• Identifying and developing new opportunities with partners.
• Obtaining partner acceptance of project deliverables.
• Managing client satisfaction within the project transition period.
• Conducting post‑project evaluation and identifying successful and unsuccessful project elements.

Other duties may be assigned. To perform the job successfully, an…