Executive Assistant to Deputy Director

The Whitney Museum of American Art seeks a highly organized, resourceful Executive Assistant to support the Deputy Director and help ensure the smooth day-to-day operation of the office. This role offers broad exposure to museum administration through collaboration with Legal, Finance, the Office of People & Culture, Government & Community Affairs, senior leadership, and the Board of Trustees, with a particular focus on support for the Office of the General Counsel.

Strict confidentiality, exceptional discretion, and sound professional judgment are essential to this position. The Executive Assistant regularly handles highly sensitive institutional, personnel, legal, financial, Board, and labor-related information. Success requires protecting that information while keeping authorized colleagues informed and priorities moving forward.

As a central point of contact for internal and external partners, you will manage a complex calendar, prepare the Deputy Director for meetings, coordinate follow-through, and support cross-functional projects with professionalism, accuracy, and diplomacy.

• Manage the Deputy Director’s complex calendar, balance competing priorities, resolve scheduling conflicts, and protect time for strategic work.
• Coordinate routine and ad hoc meetings, prepare agendas, briefings, presentations, and talking points, and arrange meeting rooms and virtual meeting technology.
• Serve as a professional, discreet first point of contact for the office; welcome guests and coordinate communication with staff, Trustees, consultants, and external partners.
• Arrange travel and itineraries, process expenses, manage office supplies, and provide back-up administrative support as needed.
• Maintain organized, secure digital and physical filing systems for critical and confidential documentation in accordance with Museum policies.
• Coordinate across the Deputy Director’s senior team, track action items and deadlines, take meeting notes, and follow through on commitments.
• Provide confidential administrative and meeting support for union and other contract negotiations.

• Assemble briefings, agendas and materials so the Deputy Director arrives at every meeting fully prepared.
• Support preparation for Board committee meetings including scheduling, coordination, and preparation of materials for Finance, Audit, Investment, and Building committees, in coordination with the museum’s Board liaison.
• Supports the Deputy Director’s Union and all Contract Negotiations
• Take meeting notes, track action items, and follow up to ensure commitments are met on time.
• Draft and edit presentations on behalf of the Deputy Director including coordination of inputs from across the organization as needed

• Coordinate annual government compliance filings and renewals, including charitable solicitation registrations and New York City and State ethics and lobbying filings, tracking requirements and ensuring timely completion.
• Maintain the internal Legal SharePoint site, including contract templates, institutional policies, FAQs, and vendor terms-and-conditions resources.
• Process vendor invoices through Concur, maintain departmental records, and assist with budget tracking.
• Coordinate application materials for insurance renewals and additional institutional coverage needs.
• Administer the staff Code of Ethics disclosure process and, with the General Counsel, the annual conflict-of-interest questionnaire process for Trustees and staff leadership, safeguarding sensitive disclosures and records.
• Coordinate Audit, Finance, Investment, and Building Committee meetings with the Board liaison, including agendas, minutes, materials,…