Executive Assistant

Seattle Art Museum • Seattle, WA

48d • $80,000 - $90,000

About The Position

The Executive Assistant provides effective and confidential administrative support to the Director and supports the museum’s administrative operations. Administrative Support: Support the Director’s role through efficient management of the administrative office Make, coordinate, and confirm appointments and meetings Organize, prepare, and draft correspondence as assigned Prepare, draft, and edit materials, reports, and agendas Maintain comprehensive filing and office systems Oversee, monitor, and personally coordinate travel arrangements Organize logistics, plan, schedule, and prepare agendas for weekly Director’s Advisory meetings as well as other meetings at the direction of Director Organize and prioritize large volumes of email, calls, and other information Ensure regular communication between the Director’s office, and senior staff Assist in compiling information for Director’s personal annual budget, working with Director and all appropriate parties Monitor Director’s budget, code and process all invoices for payment, reconcile travel expenses Plan and carry out special events as requested by the Director including receptions, dinners, tours, and other events as necessary Assist Board of Trustees in searches for candidates for CEO searches: maintain candidate lists, coordinate Search Committee activities, correspond with candidates, and make travel and hotel arrangements, as well as itineraries and agendas, as needed. Support various Museum programs, such as previews and special events, by attendance and assistance with preparation, production, and/or arrangements Provide back-up support for Manager of Board Relations Lead and manage internal, global calendar system Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s work Other Duties: Attend board meetings as directed by CEO Contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service—creating positive, meaningful experiences for all visitors, every time

Requirements

• Four years’ experience in a position with responsibility for office management, budget monitoring, complex project implementation, and direct support of a Manager, Administrator, or Executive Officer
• Talent for communicating effectively and projecting a professional image when giving and taking information in writing, in person, and over the phone
• Must have a high level of problem-solving, customer service, and interpersonal skills and comfort with interacting with a diverse population
• Position requires continual attention to detail in all aspects of the Director’s business as well as superior proofreading skills
• Demonstrated ability to work professionally and tactfully and to represent the Museum with integrity and professionalism
• Proactive, strategic, and professional verbal and written communication, with an ability to tailor communications according to audience
• Successfully assess priorities, work well with deadlines, and problem-solving skills
• Exercise discretion in maintaining confidentiality of sensitive information
• Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research
• Ability to pass and maintain security background check clearance

Nice To Haves

• Experience working with high-profile executives, donors, and trustees

Responsibilities

• Support the Director’s role through efficient management of the administrative office
• Make, coordinate, and confirm appointments and meetings
• Organize, prepare, and draft correspondence as assigned
• Prepare, draft, and edit materials, reports, and agendas
• Maintain comprehensive filing and office systems
• Oversee, monitor, and personally coordinate travel arrangements
• Organize logistics, plan, schedule, and prepare agendas for weekly Director’s Advisory meetings as well as other meetings at the direction of Director
• Organize and prioritize large volumes of email, calls, and other information
• Ensure regular communication between the Director’s office, and senior staff
• Assist in compiling information for Director’s personal annual budget, working with Director and all appropriate parties
• Monitor Director’s budget, code and process all invoices for payment, reconcile travel expenses
• Plan and carry out special events as requested by the Director including receptions, dinners, tours, and other events as necessary
• Assist Board of Trustees in searches for candidates for CEO searches: maintain candidate lists, coordinate Search Committee activities, correspond with candidates, and make travel and hotel arrangements, as well as itineraries and agendas, as needed.
• Support various Museum programs, such as previews and special events, by attendance and assistance with preparation, production, and/or arrangements
• Provide back-up support for Manager of Board Relations
• Lead and manage internal, global calendar system
• Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s work
• Attend board meetings as directed by CEO
• Contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service—creating positive, meaningful experiences for all visitors, every time

Benefits

• Benefits include a fully employer paid HMP medical plan or an employee contribution PPO plan, dental, vision, and basic life insurance/LTD/AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance and participation in SAM’s 403b retirement plan.
• Following 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program.
• Historically, this contribution has been made annually.
• Additional benefits include paid time off for vacation, PSST, bereavement leave, and jury duty, 11 scheduled holidays, 1 paid floating holiday, a subsidized unlimited Orca card, onsite fitness facility, and an EAP.
• FT Staff also receive a Patron level membership to SAM, a Tier III membership to the American Alliance of Museums and discounts to museum shop and programming.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees