Executive Assistant, Chief of Staff and Deputy Director
About The Position
The Lucas Museum seeks an enthusiastic, detail-oriented, and strategic Executive Assistant to support the Chief of Staff and Deputy Director (CSDD). The Executive Assistant plays a key role supporting institutional priorities in a developing organization. The ideal candidate is nimble, highly responsible, trustworthy, and flexible. This position offers the opportunity to be engaged with diverse, dynamic teams, as well as external stakeholders and guests who will need high-touch engagement and communication. This position is responsible for confidential and time-sensitive materials and the management of the CSDD schedule, travel, and administration. The Executive Assistant is also responsible for the Chief Financial Officer’s (CFO) schedule and expenses.
Requirements
- Bachelor’s degree from an accredited college or university required, preferably in art, art history, museum studies or closely related field
- At least two (2) years prior administrative support experience required, preferably at the C-level, and/or start-up or arts institution environment
- Competent and proficient knowledge of the Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
Nice To Haves
- Development experience a plus
Responsibilities
- Manages CSDD correspondence, calendar, scheduling, meetings, expenses, and all related requests and routing of items as appropriate. Considerable discretion and confidentiality and ability to prioritize in alignment with portfolio goals in vetting requests required
- Manages CFO’s calendar and expenses
- Manages CSDD and CFO’s business travel, including reservations, itineraries, and scheduling meetings
- Manages processes for high-touch tours and ticket requests. Maintains calendar, coordinates with internal tour leads and staff, and ensures responsive and welcoming communication with guests so they feel the highest-level of care and attention to detail. Tracks engagement in Tessitura and updates records when appropriate
- Proactively manages and assists with scheduling and meeting logistics, including preparing for technical requirements, drafting agendas, ordering food, etc.
- Drafts letters, talking points, and correspondence as assigned by CSDD
- Oversees and leads special projects, research assignments, and other duties as assigned
Benefits
- An attractive compensation package will be offered to the successful candidate(s).
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What This Job Offers
Job Type
Full-time
Career Level
Executive
