Executive Secretary II Asian Art Museum

Job Description

The Executive Secretary II serves as a high-level administrative professional and primary liaison between the Museum’s Asian Art Commission, Board of Trustees, and executive leadership. This role supports the effective administration, communication, and coordination of board-related governance activities. The ideal candidate is confident, discreet, highly organized, and capable of working independently while managing complex administrative and governance processes.

• Serve as the primary point of contact for all Asian Art Commission and Board of Trustees administrative matters.
• Act as a trusted liaison between board members, City officials, and museum leadership.
• Provide administrative support and coordinate communications regarding board policies, procedures, and governance requirements as directed by museum leadership and appropriate City departments.
• Maintain strong working relationships with Commissioners, Trustees, and key stakeholders.
• Assist Development team to support board engagement activities and communications.
• Assist in preparing materials, reports, and correspondence for board engagement activities.
• Support new board member orientation and onboarding

• Plan, coordinate, and execute all board and all committee meetings.
• Prepare and distribute agendas, meeting materials, and supporting documentation.
• Record and maintain accurate minutes and official records.
• Manage meeting calendars, logistics, and attendance tracking.
• Ensure seamless communication and follow-up on action items from meetings.
• Maintain official board records, bylaws, and governance documents.

• Coordinate and track board compliance activities in partnership with the Ethics Commission, City Attorney’s Office, and other City departments; maintain records of required disclosures, trainings, and governance documentation. including:
  By Laws of Public meeting requirements (e.g. Sunshine Ordinance, Brown Act), Conflict of Interest disclosures and annual filings, required trainings and certifications, adherence to City governance standards, rules and regulations.
• Track and monitor compliance status for all board members.
• Maintain familiarity with governance procedures involving Commissioners and coordinate related administrative processes. including processes for appointment, resignation, and term changes.
• Coordinate with relevant City departments regarding governance, disclosure, training, and public meeting requirements.
• Serve as the administrative coordinator for Public Records Act requests.

• Facilitate smooth communication flow between board members, City officials, City departments, and museum leadership.
• Respond to and manage all board-related administrative inquiries with professionalism and discretion.
• Draft, edit, and distribute official communications on behalf of the Board and leadership.
• Manage confidential information with the highest level of integrity and sensitivity.
• Support special projects and initiatives related to governance, board development and strategic priorities, and other duties as needed.

Two (2) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I;
OR

Four (4) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling and organizing data for various reports; and maintaining office/records systems. Job duties must be comparable to 1446 Secretary II.

A recognized secretarial training program of two hundred forty (240) hours or the equivalent of fifteen (15) semester units in graded secretarial college units, may substitute for up to six…