Executive Asst to the Director

The Phillips Collection•Washington, DC

2d•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 and the Director’s goals. This role works with the Chief of Staff to maintain consistency of business operations in the Director’s Office. It requires confidentiality, discretion, diplomacy, and the ability to perform in a high-volume, fast-paced office environment. This full-time position offers a comprehensive benefits package.

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.