Manager of Administration and Executive Assistant to the COO
About The Position
The Manager of Administration and Executive Assistant to the COO manages, integrates, and supports the operational and strategic infrastructure of the Museum, directly supporting the COO and indirectly supporting their key deputies. Working across multiple operating divisions and alongside staff at all levels of the Museum, including the executive leadership team (Management Council or MC), the senior staff (Strategic Planning Group or SPG, and Department Heads (DH), the position stewards and executes on a range of recurring and ad hoc projects and high-priority Museum-wide strategic and operating initiatives. This position routinely works with both internal and external parties and often serves as the first point of contact for questions, issues, and solutions related to Museum operations and administration. This position often serves as an entry point for dialogue and exchange of ideas with the COO and is expected to build strong, museum-wide relationships through thoughtful communication and effective collaboration. On occasion, this position also serves as the confidential representative for the COO in internal and external situations, including but not limited to meetings, projects, and events.
Requirements
- Bachelor’s degree required
- 3-4 years administrative or equivalent experience desired, preferably supporting a senior executive
- Outstanding organizational ability and attention to detail
- Excellent written and oral communication skills
- Strong quantitative and analytical skills a plus
- Strong working knowledge of office practices and procedures
- Ability to work independently and manage multiple deadlines simultaneously
- Diplomacy, confidentiality, collaboration, and teamwork skills are crucial
- Strong computer and digital skills including but not limited to Microsoft 365, Excel, PowerPoint, Word or comparable software
Nice To Haves
- Master’s degree or additional relevant education is an asset
Responsibilities
- Manage the day-to-day running of the office of the COO
- Manage COO’s daily and advance schedule, including communicating with internal and external parties, initiating and maintaining both routine and multi-faceted meetings and events, prioritizing allocation of time, and resolving calendar conflicts
- Prepare COO for meetings, events and other internal and external initiatives and engagements, including but not limited to creating materials, such as briefings, agendas, presentations, talking points, etc.
- Plan for and manage logistics for internal and external meetings, including but not limited to scheduling and setting up conference rooms, coordinating virtual meetings, arranging event spaces, resources and catering as needed.
- Manage inputs to and outputs from the COO’s office, as well as MC, SPG and DH groups
- Serve as the primary liaison with the administrative managers and teams for the Director’s and Trustee Office, Deputy Director, Chief Advancement Officer, and Chief Curator
- Draft COO correspondence, memos, briefings, and reports; support COO with internal and external communications as needed, including role as Museum spokesperson
- Support COO with talent management and workforce planning, working with key deputies, Chief Human Resources Officer, and other human resources professionals from the Office of People and Culture (OPC) and outside firms, as required
- Partner with COO, their key deputies, and OPC on recruiting, hiring, onboarding, and offboarding staff
- Organize and maintain critical and confidential documents and files in MS365 systems (SharePoint, OneDrive, Teams) for security and safekeeping
- Correspond and manage communication with internal and external contacts
- Coordinate departmental files and record-keeping including tracking of budgets, confidential proposals, and proprietary information related to strategic and other priority institutional initiatives in the 2026 Strategic Plan
- Process and submit invoice vouchers (via Concur)
- Assist in planning, developing, implementing, and managing both high-priority and ad hoc projects and initiatives in support of annual divisional and institutional goals, as well as the 2026 Strategic Plan
- Manage a diverse array of operating duties to ensure smooth delivery, within allocated timeframes and budgets, and consistent with expectations and standards of care
- Manage complex, multi-step, and multi-stakeholder project workplans, timelines, resources (including staffing needs), and budgets
- Provide special assistance to the COO and Management Council in implementing priority leadership team initiatives
- Manage all administrative duties for the Marketing Committee of the Board of Trustees, including by preparing meeting agendas, minutes, and all materials
- Develop presentations, talking points, and other materials for Board, Executive Committee, and Board Leadership meetings and support the Director’s Office as requested
- Support the Trustee Office in administrative duties as needed, including maintaining / updating Trustee contact information
- Maintain good working relationships with Trustees and their offices
Benefits
- Medical, Dental, Vision, 403(b) elections
- Generous Paid Time Off benefits
- Commuter benefits - parking and mass transit
- Admission to world-renowned museums across the city and nationally
- Pet insurance and discounted membership for Citibike
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
