Executive Asst to the Director

The Phillips Collection•Washington, DC

4d•$60,000 - $65,000•Hybrid

About The Position

The Executive Assistant provides administrative and programming support to the Director with a keen knowledge and awareness of the museum’s mission as well as the Director’s goals. The role works with the Chief of Staff to maintain consistency of business operations in the Director’s Office, and requires confidentiality, discretion, diplomacy, and the ability to perform in a high-volume, fast-paced office environment. This full time position will offer full benefits package: medical, dental insurances, retirement plans, commuter benefits, dependent care and FSA options, voluntary programs, AAM membership, Capital Bikeshare, free admission to museum to family and friends, other.

Requirements

Bachelor’s degree required
Two to three years relevant work experience in administration or an Executive office
Ability to establish priorities, take initiative, manage numerous assignments simultaneously
Ability to exercise sound judgment, handle sensitive material, and maintain confidentiality
Ability to handle relationships and conversations with diplomacy
Excellent verbal and written communication skills with a keen attention to detail and accuracy
Proficiency with Microsoft Office (Outlook, TEAMS, Excel, PowerPoint, Word) and Zoom video

Nice To Haves

Art history and background in the arts a plus

Responsibilities

Oversee administrative duties for the Director’s Office, including scheduling, correspondence, expense report reconciliations, and travel arrangements
Prep the Director for all engagements, travel, and meetings, including prospect research and preparation of materials; liaise with Advancement colleagues to create briefing documents and identify strategic aims of Director’s meetings.
Work with the Chief of Staff to coordinate the Director’s outreach activities and priorities; troubleshoot conflicts and make recommendations to ensure smooth day-to-day engagements.
Database entry and maintenance of all Director’s correspondence, stewardship, and contacts, including partnering with Advancement to maintain prospect management plans
Works with Director, Chief of Staff, and other colleagues to ensure alignment with and advancement of the Strategic Plan
Assist with preparing and/or editing Director’s internal and external written collateral, including gift acknowledgments, director’s forewords, event remarks, member and donor letters, and invitations
Represent the Director at internal and external events and meetings
Maintain continuous lines of communication with Phillips Staff and outside constituents, and ensures organizational alignment and consistent information on behalf of the Director
Assist with Director’s independent curatorial or writing projects as needed
Work interdepartmentally on events, programs, and other strategic initiatives
Assist as needed with the scheduling and logistics of all Board of Trustees meetings, committee meetings, pre-meetings, and social events.
Coordinate logistical needs for external visitors (artists, advisors, donors), including arranging travel, lodging, and meals
Manage the Office of the Director interns