Executive Assistant & Trustee Liaison

The Frick Collection•New York, NY

14h•Onsite

About The Position

The Frick is seeking an Executive Assistant & Trustee Liaison to support the Office of the General Counsel (“OGC”) in all aspects of legal, governance and administrative work. This person is responsible for high-level administrative and decision-making support to the OGC, consisting of the General Counsel and the Assistant General Counsel, as well as serving as a primary point of contact for matters relating to the Board of Trustees. The person must be able to multitask, organize, prioritize, schedule, think strategically and manage multiple diverse tasks simultaneously. Given the nature of legal work, exceptional attention to detail is paramount. Professionalism, confidentiality and discretion are also essential. The Assistant serves as a primary point of contact for matters relating to the Board of Trustees, including: corresponding with Trustees on behalf of the OGC; preparing and distributing agendas, resolutions, minutes, meeting and other materials, including Board Book compilation; scheduling meetings and managing meeting logistics. The Assistant also provides administrative support for the OGC, including: establishing, maintaining and organizing both paper and digital legal files and documents; managing and maintaining the General Counsel's calendar, including scheduling and prioritizing appointments; drafting correspondence; submitting and monitoring invoices and expense reconciliation; booking travel; and ordering supplies. They also assist with preparation of contracts and conduct research on legal and business issues as needed. The Assistant prioritizes workflow and assembles information for the OGC. They serve as the first point of contact for internal clients and external partners, the Assistant provides excellent customer service as a primary point of contact for administrative functions for the OGC. The Assistant further completes projects as directed, including research in corporate records, collection databases and archives, coordination of the OGC’s internal policy initiatives, and preparation and oversight of special projects, reports and/or presentations. They also assist the OGC with governmental and compliance filings, including managing state registration filings; identifying and developing systems to facilitate the smooth functioning of the OGC; implementing goals and objectives; and performing other tasks and duties in support of the OGC as may be assigned.

Requirements

Bachelor's degree
Two or three years of office and administrative support experience
Strong organizational skills and attention to detail
Exceptional communication and writing skills
Strong research skills
Ability to maintain confidentiality of information
Ability to prioritize and manage multiple projects and deadlines simultaneously
Diplomacy, tact, discretion, and excellent interpersonal skills with ability to interact smoothly with all levels of personnel
Computer literacy in a Windows environment and excellent working knowledge of Microsoft Office Suite, especially Excel, Word, and Power Point and familiarity with Adobe Acrobat
Ability to manage both planned and unplanned events and nimbleness necessary to deal with unforeseen circumstances while maintaining a positive and flexible professional demeanor at all times

Nice To Haves

Experience in a cultural institution, higher education or law office
Interest in art history/museum studies

Responsibilities

Corresponding with Trustees on behalf of the OGC
Preparing and distributing agendas, resolutions, minutes, meeting and other materials, including Board Book compilation
Scheduling meetings and managing meeting logistics
Establishing, maintaining and organizing both paper and digital legal files and documents
Managing and maintaining the General Counsel's calendar, including scheduling and prioritizing appointments
Drafting correspondence
Submitting and monitoring invoices and expense reconciliation
Booking travel
Ordering supplies
Assisting with preparation of contracts
Conducting research on legal and business issues as needed
Prioritizing workflow and assembling information for the OGC
Serving as the first point of contact for internal clients and external partners for administrative functions for the OGC
Completing projects as directed, including research in corporate records, collection databases and archives
Coordinating the OGC’s internal policy initiatives
Preparing and overseeing special projects, reports and/or presentations
Assisting the OGC with governmental and compliance filings, including managing state registration filings
Identifying and developing systems to facilitate the smooth functioning of the OGC
Implementing goals and objectives
Performing other tasks and duties in support of the OGC as may be assigned

Benefits

14 paid holidays (all federal holidays including Juneteenth, and Election Day), including four floating holidays
Accrual of up to 12 sick days and 15 vacation days their first year of employment, increasing to 12 sick days and 25 vacation days per year in subsequent years
Paid bereavement leave
Paid family leave
Adherence to federal family leave laws
Employer-sponsored health, dental, and vision insurance plans
Defined benefit pension plan (equivalent to an additional 12% in compensation)
Optional Tax Deferred Savings Plan (403(b))
Short- and Long-Term Disability and Life Insurance (covered by the Frick)
Life insurance benefit up to three times the employee’s annual salary
Employee Assistance Plan
Discount on Citi Bike memberships
Discount on bike helmets
Discount on food pickup or delivery through Seamless/Grubhub when working on-site
Transit discounts
Flexible spending accounts for medical expenses, dependent care, and commuting costs
Discount on Museum Shop purchases
Discount in coffee bar