Executive Assistant to Director & CEO

Executive Assistant to the Director & CEO

The Executive Assistant provides high-level, trusted support to the Director & CEO of The Newark Museum of Art. This role provides comprehensive administrative support, manages complex scheduling, prepares materials for meetings and Board engagement, tracks priorities and follow-up, and coordinates communication from the Director's office. The Executive Assistant also manages sensitive projects and a wide range of responsibilities essential to the smooth and effective operations of the executive office, ensuring that the Director & CEO is well supported across their activities and priorities.

The ideal candidate brings consistent administrative experience, including direct support of a C-level nonprofit leader, strong proficiency with administrative tools, a working knowledge of nonprofit structures, and exceptional written and verbal communication skills.

This position is full-time.

Responsibilities:

• Coordinate and manage the Director & CEO's calendar, including meetings, travel, and logistics for any and all activities involving the Director & CEO.
• Manage priorities and provide administrative support for the Director & CEO to ensure the office runs efficiently and effectively.
• Act as the primary liaison between the Director and internal and external stakeholders, handling correspondence with diplomacy, discretion, and professionalism.
• Send the Director & CEO a daily schedule highlighting meetings and key details.
• Track projects, commitments, and follow-up items to ensure deadlines and responsibilities are met.
• Prepare executive briefing notes, background materials, and presentations to support meetings and decision-making.
• Draft and edit correspondence, reports, and presentations on behalf of the Director & CEO.
• Serve as the key point of contact between the Director & CEO and staff, helping coordinate communication and next steps.
• Maintain organized files, records, and contact lists for the Director & CEO's office.
• Track and manage the Director & CEO's budget and expenses.
• Prepare and process expense reports and reimbursement requests.
• Support special projects and initiatives led by the Director & CEO.

• Coordinate scheduling and communication between the Director & CEO and the Board of Trustees.
• Assist in the preparation and distribution of materials for board and committee meetings, including agendas, minutes, and supporting documentation.
• Manage logistics for board meetings, retreats, and committee sessions in coordination with the Manager, Administration.
• Record meeting notes and track action items to support follow-up.
• Maintain board records and governance documents with accuracy and discretion.
• Maintain records for the Board of Trustees including bios, headshots, and committee lists.
• Manage all relationships professionally, sensitively and confidentially.

• Assist in coordinating organizational initiative meetings involving the Director & CEO; ensure the Director & CEO is aware of all organizational and operational activities.
• Ensure the Director & CEO is aware of all activities locally, nationally, and globally that may support the sustainability and awareness of the Museum.
• Serve as the primary note-taker in board meetings, leadership team meetings, and other meetings involving the Director & CEO; track key action items and ensure on-time delivery.
• Ensure shared areas and meeting rooms are well-organized and maintained to support a professional and welcoming office environment in coordination with the Manager, Administration.
• Maintain organized filing systems and records for the Director & CEO's office.
• Coordinate meeting space, materials, and other logistics for meetings and events hosted by the Director & CEO's office.
• Support improvements to office processes…