Executive Assistant and Museum Events Manager

Executive Director And Museum Events Manager

The Executive Director and Museum Events Manager serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Director. They enhance the Director and the Director's team effectiveness by providing comprehensive executive support. They also serve as the primary manager of museum events and related logistics. The Executive Assistant manages the director's schedule, ensuring that their time is spent on matters of highest priority;

serves as logistical liaison to the board of governors and executive team; organizes and coordinates Director outreach and communications; collaborates with the fundraising team on events, scheduling and correspondence; organizes and maintains Museum records; and manages special projects. They are also responsible for managing and executing Museum meetings and events, including Museum Board of Governors meetings; events organized by Learning and Engagement and the Director's Office;

special visits; and museum-wide staff events.

The Executive Assistant and Museum Events Manager will be a mission-focused problem solver who works effectively in a fast-paced academic and creative environment, bringing positive energy to the position. This role requires a proactive, detail oriented, technology savvy, and highly organized individual with exceptional communication and interpersonal skills. The role's level of access to the Director's Office, College affairs, and the Museum Board of Governors requires exceptional judgment, diplomacy, professionalism, and ability to maintain confidentiality.

This role offers a unique opportunity to contribute to the success and growth of a leading academic institution, working closely with Museum leadership, donors, staff, faculty, students, and various Museum departments.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

Executive Support (45%):

• Act as the primary point of contact between the Director's Office and internal and external stakeholders, prioritizing and directing communications. Manage, track, and follow up on action items related to the Director's Office.
• Manage the Director's calendar, ensuring all appointments, meetings, and travel arrangements are coordinated proactively, strategically and efficiently to maximize the Director's time. Work closely with the Director to ensure that the calendar is aligned with the Director's priorities and deadlines. Develop and implement meeting standards and practices.
• Ensure the Director is prepared for internal and external meetings, including coordinating briefings and agendas and anticipating needs.
• Staff Director at select meetings, including taking meeting notes/minutes and ensuring necessary internal communication and follow-up.
• Provide administrative support to the Director's Office, including supporting management of special projects and institutional initiatives.
• Draft and coordinate communications on behalf of the Director, including letters, emails, and presentations.
• Handle receipts, contracts, expense verifications, and other financial and operational processes related to the Director's Office.
• Organize and maintain the institutional archive of Director's Office records, both physical and digital, developing and implementing processes for ongoing record-keeping.
• Coordinate the administrative supply needs of the Museum.
• Handle sensitive and confidential information with discretion and professionalism.
• Provide other general administrative support to the Director as needed.

Museum Board of Governors (Administrative and Logistical) (25%):

• Organize and execute all meeting logistics and administration related to the work of the Museum Board of Governors. This includes confirming meeting location, catering, AV equipment and hotel information. The Executive Assistant and Event Manager attends all board meetings to provide on-the-ground meeting support.
• Act as the primary logistical point of contact between the Director's Office and the Museum Board of Governors members as this relates to administrative, travel, and event logistics. Communicate in clear, professional, and timely ways, distinguishing between board-facing and internal planning details.
• Develop and schedule the board's calendar of meetings and special events in coordination with board members and Museum senior staff.
• Prepare materials for board meetings, including final agendas for distribution and minutes that elevate key themes, perspectives, discussion points, decisions, and actions. Upload and circulate materials to the board portal and membership.
• Maintain and update board member records, including contact information, terms, and attendance history; manage group emails…