Executive Assistant to Director

The Contemporary Austin•Austin, TX

2d•$40 - $60•Hybrid

About The Position

The Contemporary Austin is seeking an exceptional Temporary Executive Assistant to serve as a trusted partner to the Executive Director during an important period of transition. This is an opportunity for a highly capable, experienced executive support professional who can step into an established executive office, quickly assess what is needed, and make an immediate impact. We are looking for a true all-star—someone who is organized, anticipates needs before they are communicated, brings calm and structure to a fast-moving environment, and can seamlessly manage the many details surrounding a senior executive. The ideal candidate will be equally comfortable managing a complex calendar, preparing for Board and leadership meetings, coordinating executive travel and events, handling confidential information, and independently handling projects. This person will bring sound judgment, exceptional discretion, attention to detail, strong verbal and written communication skills, and a high level of emotional intelligence to every interaction. They will be comfortable working with senior leadership, Board members, donors, staff, and external partners and will represent the Executive Director and The Contemporary Austin with professionalism, warmth, and confidence. Most importantly, we are looking for someone who does not need to be told what to do at every step. The ideal candidate will quickly learn the Executive Director’s working style, understand the organization’s priorities, identify what needs attention, and proactively make things happen. They will be a steady, solutions-oriented presence who can hit the ground running and provide support with minimal ramp-up time. This is a hybrid position based in Austin, Texas, with 1-2 days in office at The Contemporary’s Laguna Gloria location. Occasional evenings may be needed.

Requirements

5+ years of experience as an Executive Assistant, Senior Executive Assistant, Executive Business Partner, or similar role supporting a senior executive.
Experience supporting a CEO, Executive Director, President, or other C-suite leader strongly preferred.
Exceptional organizational and time-management skills with the ability to manage competing priorities.
Strong written and verbal communication skills.
Demonstrated ability to anticipate needs and operate independently.
Excellent judgment and discretion when handling confidential information.
Strong attention to detail and follow-through.
Comfortable working with senior leaders, Board members, donors, community partners, and external stakeholders.
Ability to work onsite in Austin on a needed basis.
Ability to occasionally work outside standard business hours in support of planned events or executive needs.

Nice To Haves

Experience in a nonprofit, arts, cultural, education, or similarly mission-driven organization is a plus.
Proficiency with Microsoft Office, Teams, Teamwork, Salesforce, and Ramp preferred.

Responsibilities

Manage a complex and dynamic calendar for the Executive Director, including scheduling internal and external meetings, resolving conflicts, and proactively identifying scheduling needs.
Prepare the Executive Director for meetings by gathering materials, coordinating agendas, and tracking necessary follow-up.
Draft, edit, and proofread correspondence, communications, presentations, and other materials.
Monitor incoming requests and determine appropriate priorities and next steps.
Maintain confidentiality and exercise sound judgment when handling sensitive organizational, personnel, donor, Board, and business information.
Coordinate logistics and materials for Board of Trustees meetings, committee meetings, and other governance activities.
Support preparation and distribution of Board materials, presentations, agendas, and meeting documentation.
Coordinate with members of the Leadership Team and other departments to ensure deadlines and follow-up items are addressed.
Assist with organizational planning and special projects as needed.
Coordinate logistics for executive meetings, donor engagements, Board events, museum events, and other organizational gatherings.
Assist with invitations, scheduling, catering, venues, materials, and other event-related logistics.
Provide onsite support for select events and meetings.
Coordinate domestic and occasional international travel arrangements, itineraries, and related logistics.
Prepare travel materials and ensure the Executive Director has necessary information and documentation.
Process and track expenses and assist with administrative and financial coordination.
Maintain organized electronic files, records, and reference materials.
Attend weekly virtual Monday OPA meetings to align on cross-departmental events and staff needs.
Support the September 9 Board of Trustees meeting, including preparation, logistics, meeting support, and follow-up.
Support the September 16 and September 18 exhibition opening events, including executive logistics and event-related needs.
Support the Executive Director’s upcoming travel to New York City and Los Angeles, including itineraries, scheduling, logistics, and related communications.
Prepare weekly contact report templates for the Executive Director’s meetings and document reports in Salesforce for record maintenance.
Review tasks assigned to the Executive Director and “manage up” / ensure time is held for task completion.
Prepare written thank-you notes for the Executive Director to personalize and send to donors.
Take meeting minutes for Board and Committee meetings and assist with related documentation and follow-up.
Manage weekly credit card expenses and invoices through the Ramp billing and expense-management platform.