Senior Executive Assistant to the President and Board Liaison

The Barnes Foundation • Philadelphia, PA

5h • Hybrid

About The Position

This position provides executive administrative support to the Neubauer Family Executive Director and President and Board of Trustees, serving as the primary point of contact for internal and external constituencies pertaining to this office. This role also acts as the liaison to the Board of Trustees and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Requirements

• 4-year degree.
• Five years’ administrative assistant experience supporting C-level executives, preferably in a non-profit organization.
• Superior computer skills, including Outlook, Word, Excel, and PowerPoint.
• Excellent writing, spelling, proofreading and editing skills.
• Flexible, with strong organizational skills.
• Sound judgment and ability to work independently to identify priorities, handle multiple issues simultaneously, and meet deadlines.
• Professional and courteous demeanor and the ability to handle confidential information.
• Demonstrated event-planning success.
• Criminal Background-National

Responsibilities

• Provides complete administrative support to the Neubauer Family Executive Director and President by: managing sophisticated calendars; keeping the President comprehensively informed about internal and external commitments and responsibilities; anticipating and preparing needed information and materials in advance of meetings; maintaining contact lists; planning domestic and international travel; and preparing monthly credit card reconciliation and reimbursement forms.
• Plans, coordinates, and ensures that the President’s schedule is followed and respected by serving in a “gatekeeper” and “gateway” role to create win-win situations for direct access to the President’s time and office.
• Provides a bridge for smooth communication between the President’s Office and internal departments while demonstrating leadership to maintain credibility, trust and support with staff.
• Prioritizes conflicting needs; handles concerns proactively in a timely manner; and follows through on projects to successful completion, often with deadline pressure.
• Provides advanced level of writing, editing and proofreading for the President in coordination with other departments, including presentations and meeting remarks, annual President’s report to the Board chair, staff emails, etc. Composes and prepares correspondence for the President’s signature. Designs PowerPoint decks for the President’s internal and external lectures, presentations and classes.
• Manages a variety of special projects for the President to successful completion, often with deadline pressure.
• Coordinates concierge-level visits, meetings, and tours for guests of the President and Barnes trustees, as well as for executive staff and trustees from other museums and cultural institutions.
• Supports the President’s external activities with other arts, cultural and community organizations and nonprofits.
• Serves as the President’s administrative liaison to the Barnes Board, maintaining discretion and confidentiality in relationships with all trustees and their assistants.
• Plans all logistical elements of quarterly and special Board meetings, as well as meetings of the Executive, Governance and Nominating, and Program committees. Coordinates with other departments to create meeting books for distribution to trustees and staff. Composes official meeting minutes.
• Serves as the primary administrator for the secure online document-sharing platform. Compiles and updates annual Board directory, including bios and comprehensive contact information. Maintains confidential Board and committee files on the secure S drive and in hard copy.
• Works with the General Counsel to ensure best board practices and governance.
• Participates as an adjunct member of the senior leadership team reporting to the President, assisting in scheduling meetings, reserving meeting space, and attending all meetings for continuity.
• Collaborates cross-departmentally and with other administrative staff to plan and execute meetings and special events hosted by the President’s Office.
• Works with the Advancement team to coordinate the President’s outreach activities and stakeholder relationships.
• Provides onboarding support to new administrative staff. Serves as temporary support to other deputy directors as needed.
• Cultivates and maintains relationships with external administrative assistants for trustees, museum directors and curators, government officials, and cultural and community organization leaders.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive