Executive Assistant
ABOUT THE JAMES A. MICHENER ART MUSEUM
In 1988, the James A. Michener Art Museum opened as an independent, non-profit cultural institution dedicated to preserving, interpreting, and exhibiting the art and cultural heritage of the Bucks County region. The museum is named for Doylestown’s most famous son, the Pulitzer-Prize winning writer who first dreamed of a regional art museum in the early 1960s.
The museum has evolved from a modest facility with a locally derived mission to an accredited world class-facility with a broad vision. An outstanding collection of Pennsylvania Impressionist paintings and special exhibitions showcasing a wide range of historical and contemporary work attract visitors from around the world.
Reports to: Executive Director
FLSA: Exempt
Position Summary
Fundamental to this position is assisting the Executive Director with her responsibilities, working proactively, and balancing multiple tasks. In addition, the Executive Assistant will provide support for human resources, finance, and the Board of Trustees. The ideal candidate has proven administrative skills and a strong work ethic. Exceptional organization abilities, attention to detail, and strong verbal and written communication skills are essential. Utmost discretion and confidentiality are required in all relationships with the Museum’s external stakeholders as well as internal staff. Independent judgment and initiative are required to plan, prioritize, and organize a diverse workload.
Duties and Responsibilities Include:
- Works independently on projects at the request of the Executive Director, which may include planning and coordinating multiple tasks and disseminating information.
- Fields and answers routine and non-routine inquiries about the Museum.
- Prepares general correspondence, emails, spreadsheets, charts, graphs, etc., using Microsoft Office Suite.
- Proofreads copy for accuracy and clarity.
- Establishes, develops, maintains, and updates the shared files and drives used by the executive team.
- Prepares agendas, minutes, and materials for Board of Trustees and its Committees. Schedules and coordinates meetings.
- General meeting support and coordination, which includes being the primary scheduler of meetings and making sure meeting rooms are set up, reserved, and prepped for Zoom communications.
- Works closely with the Museum’s Directors, its department staff, and external stakeholders.
- Provides administrative support for Human Resources, including onboarding of new employees, tracking time off, and employee benefits liaison.
- Maintains master calendar of contract expirations and notification points.
- Additional duties as needed.
Position Qualifications
- Excellent organizational skills with the ability to work independently in a fast-paced environment.
- Proficient use of Microsoft Office Suite (primarily Word, Excel, and Outlook) and Adobe Acrobat.
- Excellent communication and interpersonal skills required for interaction with Executive Team, Board of Trustees, and external stakeholders.
- Must demonstrate a high degree of tact and diplomacy, and must maintain confidentiality.
- Demonstrate consistent attention to detail in composing and proofing materials, establishing priorities, and meeting deadlines.
- Art background/interest a plus.
- Minimum of five years of related work experience; at least two years of college or technical training preferred.
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