Executive Assistant

ABOUT THE ROLE

The Executive Assistant provides effective and confidential administrative support to the Director and supports the museum’s administrative operations.

• FLSA Status:
  Full Time, Exempt
• Reports To:
  
  Illsley Ball Nordstrom Director and Chief Executive Officer
• Compensation: $80,000 - $90,000/year
• Work Location:
  
  SAM Downtown

• Support the Director’s role through efficient management of the administrative office
• Make, coordinate, and confirm appointments and meetings
• Organize, prepare, and draft correspondence as assigned
• Prepare, draft, and edit materials, reports, and agendas
• Maintain comprehensive filing and office systems
• Oversee, monitor, and personally coordinate travel arrangements
• Organize logistics, plan, schedule, and prepare agendas for weekly Director’s Advisory meetings as well as other meetings at the direction of Director
• Organize and prioritize large volumes of email, calls, and other information
• Ensure regular communication between the Director’s office, and senior staff
• Assist in compiling information for Director’s personal annual budget, working with Director and all appropriate parties
• Monitor Director’s budget, code and process all invoices for payment, reconcile travel expenses
• Plan and carry out special events as requested by the Director including receptions, dinners, tours, and other events as necessary
• Assist Board of Trustees in searches for candidates for CEO searches: maintain candidate lists, coordinate Search Committee activities, correspond with candidates, and make travel and hotel arrangements, as well as itineraries and agendas, as needed.
• Support various Museum programs, such as previews and special events, by attendance and assistance with preparation, production, and/or arrangements
• Provide back‑up support for Manager of Board Relations
• Lead and manage internal, global calendar system
• Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s work

• Attend board meetings as directed by CEO; contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service—creating positive, meaningful experiences for all visitors, every time.

• Four years’ experience in a position with responsibility for office management, budget monitoring, complex project implementation, and direct support of a Manager, Administrator, or Executive Officer
• Talent for communicating effectively and projecting a professional image when giving and taking information in writing, in person, and over the phone
• Must have a high level of problem‑solving, customer service, and interpersonal skills and comfort with interacting with a diverse population
• Position requires continual attention to detail in all aspects of the Director’s business as well as superior proofreading skills
• Demonstrated ability to work professionally and tactfully and to represent the Museum with integrity and professionalism
• Proactive, strategic, and professional verbal and written communication, with an ability to tailor communications according to audience
• Successfully assess priorities, work well with deadlines, and problem‑solving skills
• Exercise discretion in maintaining confidentiality of sensitive information
• Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet‑based research
• Ability to pass and maintain security background check clearance

• Experience working with high‑profile executives, donors, and trustees

Benefits include a fully employer‑paid HMP medical plan or an employee‑contribution PPO plan, dental, vision, and basic life insurance/LTD/AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance and participation in SAM’s 403b retirement plan.

Following 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program. Historically, this contribution has been made annually.

Additional benefits include paid time off for vacation, PSST, bereavement leave, and…