Executive Assistant to the Director & CEO

The Newark Museum of Art•Newark, NJ

1d•$65,000 - $75,000•Onsite

About The Position

The Executive Assistant provides high-level, trusted support to the Director & CEO of The Newark Museum of Art. This role provides comprehensive administrative support, manages complex scheduling, prepares materials for meetings and Board engagement, tracks priorities and follow-up, and coordinates communication from the Director’s office. The Executive Assistant also manages sensitive projects and a wide range of responsibilities essential to the smooth and effective operations of the executive office, ensuring that the Director & CEO is well supported across their activities and priorities. The ideal candidate brings consistent administrative experience, including direct support of a C-level nonprofit leader, strong proficiency with administrative tools, a working knowledge of nonprofit structures, and exceptional written and verbal communication skills.

Requirements

Minimum of six (6) years of progressively responsible experience in executive administration, operations, or chief of staff roles, preferably in museums, cultural institutions, or complex nonprofits.
Experience taking meeting minutes and supporting a C-level nonprofit leader required.
Demonstrated proficiency with administrative tools, including Microsoft Office (Word, PowerPoint, Excel, Outlook, etc.) as well as Adobe Acrobat.
Proven expertise in managing an executive office and optimizing administrative functions.
Skilled at managing multiple complex priorities and deadlines in fast-paced, demanding, and dynamic environments.
Exceptional organizational, planning, and project management skills with meticulous attention to detail.
Superior written and verbal communication skills, including drafting high-level correspondence, reports, and presentations for diverse audiences.
Strong interpersonal skills with the ability to build rapport and effectively communicate with stakeholders at all levels.
Demonstrated ability to exercise discretion, maintain strict confidentiality, and handle sensitive information with the utmost integrity and professionalism.
Proactive problem-solver with strong analytical, critical thinking, and decision-making skills.
Proficiency in office management software, calendaring, enterprise resource planning (ERP) systems, database applications, and virtual communication platforms.
Exceptional writing, research, organizational, technology and time management skills.

Nice To Haves

Bachelor's degree preferred; Business Administration, Arts Administration, Nonprofit Management, or a related field a plus.
Extensive experience liaising with Board of Trustees or Directors a plus.
Willingness and ability to occasionally work and perform some tasks on evenings and weekends as needed.
Passion for arts and/or science.

Responsibilities

Coordinate and manage the Director & CEO’s calendar, including meetings, travel, and logistics for any and all activities involving the Director & CEO.
Manage priorities and provide administrative support for the Director & CEO to ensure the office runs efficiently and effectively.
Act as the primary liaison between the Director and internal and external stakeholders, handling correspondence with diplomacy, discretion, and professionalism.
Send the Director & CEO a daily schedule highlighting meetings and key details.
Track projects, commitments, and follow-up items to ensure deadlines and responsibilities are met.
Prepare executive briefing notes, background materials, and presentations to support meetings and decision-making.
Draft and edit correspondence, reports, and presentations on behalf of the Director & CEO.
Serve as the key point of contact between the Director & CEO and staff, helping coordinate communication and next steps.
Maintain organized files, records, and contact lists for the Director & CEO’s office.
Track and manage the Director & CEO’s budget and expenses.
Prepare and process expense reports and reimbursement requests.
Support special projects and initiatives led by the Director & CEO.
Coordinate scheduling and communication between the Director & CEO and the Board of Trustees.
Assist in the preparation and distribution of materials for board and committee meetings, including agendas, minutes, and supporting documentation.
Manage logistics for board meetings, retreats, and committee sessions in coordination with the Manager, Administration.
Record meeting notes and track action items to support follow-up.
Maintain board records and governance documents with accuracy and discretion.
Maintain records for the Board of Trustees including bios, headshots, and committee lists.
Manage all relationships professionally, sensitively and confidentially.
Assist in coordinating organizational initiative meetings involving the Director & CEO; ensure the Director & CEO is aware of all organizational and operational activities.
Ensure the Director & CEO is aware of all activities locally, nationally, and globally that may support the sustainability and awareness of the Museum.
Serve as the primary note-taker in board meetings, leadership team meetings, and other meetings involving the Director & CEO; track key action items and ensure on-time delivery.
Ensure shared areas and meeting rooms are well-organized and maintained to support a professional and welcoming office environment in coordination with the Manager, Administration.
Maintain organized filing systems and records for the Director & CEO’s office.
Coordinate meeting space, materials, and other logistics for meetings and events hosted by the Director & CEO’s office.
Support improvements to office processes and general administrative needs as directed by the Director & CEO.