The responsibilities for the Executive Assistant to the Chief Development Officer (CDO) include supporting the Chief Development Officer by drafting correspondence, screening calls and visitors, coordinating travel arrangements, maintaining daily schedule and calendar, sorting and screening mail, organizing files and databases, responding to inquiries, and serving as liaison to trustees, other museum departments, museums, galleries, collectors, and artists. The Executive Assistant to the Chief Development Officer also acts as the primary internal contact for questions regarding the Board of Trustees. The position will be responsible for meeting all deadlines related to the Board and committee meetings and will ensure that the needs of the Board are responded to in a timely manner.
- 3–5 years of related administrative experience; excellent organizational, oral, and written communication skills; a demonstrated proficiency for handling simultaneous administrative tasks.
- Proficiency in Microsoft Outlook, Word, Excel and Powerpoint, social media platforms, and a minimum typing speed of 50 wpm.
- Proven ability to interact in a courteous and professional manner with executive staff, Board of Trustees, and Trustee assistants.
- Ability to exercise diplomacy skills, maintain confidentiality, and carry out projects with minimal instruction.
- Excellent organizational, writing, proofreading and prioritization skills required.
- Detail-oriented with a crucial attention to accuracy in all content. Effective problem-solving abilities and sound, logical decision-making skills required.
- Strong interpersonal skills and must be able to work calmly and effectively under pressure and meet critical deadlines.
- Must be able to work occasional extended hours and a few weekends.
- Possession of a bachelor’s degree in Communications, English, Art, or a related field.
- Preferred: general knowledge of art, interest in contemporary culture, and an understanding of the organizational structure and procedures at a museum or other non-profit arts institutions; basic knowledge of museum bylaws.
- Prepares all Board and Committee meeting materials with consultation from the Board Chairs, Committee Chairs, and Executive staff; acts as the point person for delegating logistics and organizing quarterly Board and Committee meetings.
- Plans all aspects of board meetings including: establishing dates and logistics, emailing invitations, sending follow up emails regarding attendance, tracking RSVPs, recording attendance, preparing agendas, putting materials into board binders, compiling the final PowerPoint presentation, and ensuring the meeting runs smoothly the day of.
- Drafts and sends out formal welcome letter and board handbook to newly elected Board of Trustees.
- Notifies appropriate staff of election/appointment of new Board of Trustees or Committee members.
- Prepares and sends bi-monthly board email with MOCA highlights and events, board news, as well as a recommendations of “must see” museum exhibitions, galleries shows and performances
- Sets meeting dates for committee meetings by working with Executive staff and Committee Chair(s). Other responsibilities for committee meetings include: preparing and sending email invitations, tracking RSVPs, reserving room, setting up conference call line, sending out advanced materials, printing agenda and materials for the meetings, and working out logistics for the meetings with the Operations and Events Manager.
- Organizes, coordinates the planning and scheduling, and confirming meetings for the Chief Development Officer and the Development department.
- Prepares Board giving summaries and works with the Chief Development Officer to monitor, acknowledge and provide written confirmation of Board gifts.
- Prepares and edits correspondences, reports, proposals and presentations.
- Manages incoming calls and mail.
- Executes monthly expense reimbursements and credit card statements for the Chief Development Officer.
- Makes travel and guest arrangements.
- Assists with staffing at development events as needed.
- Works as back up for Executive Assistant to the Director when he is out of the office.
- Works with other departments such as Communications and Finance on various projects such as holiday cards, donor magazine, and budgets.
While performing the essential functions of this job, the incumbent must be able to do the following: sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate computer and other office equipment required. Heavy usage of computers and phones required.
The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.
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