Executive Assistant to the Director

This key position provides critical support and project coordination for the Museum Director.

The Executive Assistant to the Director will oversee and help coordinate all daily activities for the Director’s Office, and function as its primary administrative support. The individual in this position will be responsible for facilitating communications between the Director and Trustees, senior leadership, staff, external constituents, often working in tandem with the Chief of Staff. The Executive Assistant will also provide administrative support for Board and governance-related issues and work on special projects originating from the Director’s Office. The ideal candidate will be able  be able to function effectively in a very fast-paced office with little supervision, exercise strategic thinking and independent judgement as needed, and handle projects with a can-do attitude with superior results.

Department: Director’s Office
Reports to: Director
FLSA Status: Exempt
Schedule: Full-time

Responsibilities:

  • Oversight and execution of day-to-day operations of the Directors Office.
  • Schedules and maintains a complex executive calendar; heavy external and internal calendar management requiring interaction with executives, assistants, Board members, donors, staff members, and consultants.
  • Ability to prioritize and resolve all scheduling conflicts, including but not limited to group meetings, retreats, VIP visits, and tours.
  • Regularly reviews daily, weekly, and monthly scheduling priorities with Director and coordinates all briefing materials and participation; may attend meetings and take meeting minutes as requested.
  • Serves as staff liaison to the Board of Trustees. Schedules and organizes committee meetings, implements all communications with the Board and various advisory committees; organizes all Board and Executive Committee meetings including coordinating and running virtual presentations.
  • Coordinates highly detailed plans for Director’s local, national, and international travel itineraries, and provides support during travel; post-travel documentation and travel expense report processing.
  • Oversees general Director’s office inbox/ fielding/answering all routine and non-routine questions, while working in cooperation with other departments; drafts correspondence as needed; screens and logs phone calls.
  • Acts as a project manager for special projects at the request of the Director: this may include planning and coordinating presentations; disseminating information; maintaining special mailing lists and coordinating direct digital mailings for specific and generalized outreach from the Director's office; provides critical assistance with coordination of invitations, attendance tracking and various logistics.
  • Coordinates special events, lunches, dinners, receptions and tours for the Director’s Office, major donors, and VIPs.
  • Maintains hard copy and electronic filing systems and records for the Executive Office.
  • Maintains Director’s Office budget, including check requests, expense account reimbursements, and tracking credit card expenses.
  • Provide supervision to 1 part-time administrative assistant.

Requirements:

  • Minimum 5 years of experience in an executive assistant position reporting to a senior executive, preferably in a museum setting or related arts and culture organization.
  • Excellent organizational, time management, and written and verbal communication skills. Must be detail oriented.
  • Ability to communicate with diplomacy, discretion, and tact with museum donors, colleagues in the museum community, and other VIPs who communicate with the Director’s Office.
  • Ability to establish and maintain positive and effective working relationships with museum staff at all levels.
  • Willingness to handle clerical as well as major administrative responsibilities.
  • Knowledge of Jewish culture and /or religion is helpful but not essential.
  • Fluency with Microsoft Office, Keynote, Zoom, Salesforce preferred.
  • Must be fully vaccinated against COVID-19 with a Centers for Disease Control (CDC) or World Health Organization (WHO) authorized vaccine (or approved for an exemption as a reasonable accommodation due to a qualified disability or sincerely held religious belief or other legal basis)

Send Resume with Cover Letter To:

Director, Human Resources

The Jewish Museum

1109 Fifth Avenue

New York, NY 10128

The Jewish Museum is committed to diversifying its staff and encourages individuals of all abilities and ethnic, racial, and religious backgrounds to apply for this position. The Museum is an equal opportunity employer and does not discriminate on the basis of any protected characteristic prohibited by applicable law.

The Jewish Museum is an Equal Opportunity Employer.