Executive Assistant to the Deputy Director

Whitney Museum of American Art•New York, NY

5d•$78,000 - $80,000

About The Position

The Whitney Museum of American Art is seeking an Executive Assistant to support the Deputy Director and ensure the smooth day-to-day operation of the office. The role offers broad exposure to museum administration and involves collaboration with Legal, Finance, the Office of People & Culture, Government & Community Affairs, senior leadership, and the Board of Trustees, with a particular focus on support for the Office of the General Counsel. The Executive Assistant manages the Deputy Director’s complex calendar, prepares the Deputy Director for meetings, coordinates follow-through, and supports cross-functional projects. The position regularly handles sensitive institutional, personnel, legal, financial, Board, and labor-related information, requiring strict confidentiality, exceptional discretion, and sound professional judgment. Information must be safeguarded and shared only with authorized individuals in accordance with Museum policies. The role also supports legal, compliance, governance, Board administration, recruitment, art acquisition committee reporting, and other special projects. Compensation is fixed at $78,000–$80,000 per annum. Benefits include medical, dental, and vision coverage; 403(b) elections; generous PTO; commuter benefits; museum admission; pet insurance; and discounted Citi Bike membership.

Requirements

Demonstrated ability to handle highly confidential information with discretion, integrity, and sound judgment.
Outstanding organizational skills and attention to detail, with the ability to anticipate needs, manage competing priorities, and meet multiple deadlines independently.
Excellent written and verbal communication skills, diplomacy, and a collaborative approach to working with colleagues and partners at all levels.
Strong knowledge of office practices and procedures.
Proficiency with Microsoft 365, including Word, Excel, and PowerPoint, or comparable tools.
A bachelor’s degree is required.
A current notary commission or the ability to obtain and maintain one is required.

Nice To Haves

A master’s degree or additional relevant education is preferred.
Strong quantitative and analytical skills are a plus.

Responsibilities

Manage the Deputy Director’s complex calendar, balance competing priorities, resolve scheduling conflicts, and protect time for strategic work.
Coordinate routine and ad hoc meetings; prepare agendas, briefings, presentations, and talking points; and arrange meeting rooms and virtual meeting technology.
Serve as a discreet first point of contact for the office and coordinate communication with staff, Trustees, consultants, and external partners.
Arrange travel and itineraries, process expenses, manage office supplies, and provide backup administrative support.
Maintain organized and secure digital and physical filing systems for critical and confidential documentation in accordance with Museum policies.
Coordinate across the Deputy Director’s senior team, track action items and deadlines, take meeting notes, and follow through on commitments.
Provide confidential administrative and meeting support for union and other contract negotiations.
Prepare meeting briefings, agendas, and materials, and support Board committee meeting scheduling and preparation in coordination with the Board liaison.
Draft and edit presentations for the Deputy Director, coordinating input from across the organization as needed.
Coordinate annual government compliance filings and renewals, including charitable solicitation registrations and New York City and State ethics and lobbying filings.
Maintain the internal Legal SharePoint site, including contract templates, institutional policies, FAQs, and vendor terms-and-conditions resources.
Process vendor invoices through Concur, maintain departmental records, and assist with budget tracking.
Coordinate application materials for insurance renewals and additional institutional coverage needs.
Administer the staff Code of Ethics disclosure process and, with the General Counsel, the annual conflict-of-interest questionnaire process for Trustees and staff leadership; safeguard sensitive disclosures and records.
Coordinate Audit, Finance, Investment, and Building Committee meetings, including agendas, minutes, materials, and follow-up.
Partner with the Director’s Office on Executive and full Board meeting support and maintain professional relationships with Trustees and their offices.
Obtain and maintain a notary commission and provide notarization services for Museum documents.
Coordinate recruitment logistics for critical hires, including confidential candidate communications, interview scheduling, and candidate tracking.
Partner with Finance on tracking and reporting for art acquisition committees, including restricted funds, and coordinate reporting to Curatorial, Advancement, and Research Resources.
Support research, data gathering, project coordination, internal events, team meetings, and staff retreats; perform other duties as assigned.
Prepare and set up conference rooms, including arranging materials and technology, and greet and direct guests upon arrival.
Order and manage office supplies and equipment as needed.
Exercise careful judgment regarding the sharing of sensitive information, safeguard correspondence, meeting materials, disclosures, and records, and seek guidance when authorization or handling requirements are unclear.