Assistant to the Director

Position Summary
The Michener Art Museum is a vibrant environment filled with art, creative people, and fascinating exhibitions and events. Fundamental to this position is taking initiative to assist the Executive Director with her responsibilities, working proactively, and balancing multiple tasks. In addition, the Assistant to the Director will provide varied support for multiple departments 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 and personnel. Independent judgment and initiative are required to plan, prioritize, and organize a diverse workload.

FLSA: Exempt

Duties and Responsibilities Include:

• Provides full administrative support to the Executive Director. Maintains the ED’s calendar, including scheduling meetings, appointments, speaking engagements, and travel. Corresponds on behalf of the Executive Director. Processes contracts, financial records, and purchasing for the Director’s Office.
• Liaises with the Board on behalf of the Executive Director’s office. Duties for the Board of Trustees include, but are not limited to, correspondence, compilation of Board and Board committee agendas and meeting minutes/reports. Schedules and coordinates meetings, taking notes in Board meetings and for some committees. Keeps organized archives of Board history and documentation.
• Proficient in using Microsoft Office Suite to organize files, prepare general correspondence, emails, spreadsheets, charts, graphs, etc. Comfortable learning new applications when necessary.
• General meeting support and coordination, which includes being the primary scheduler of meetings and making sure meeting rooms are set up, reserved, catered to appropriate level, and prepped for Zoom communications. 
• Proofreads copy for accuracy and clarity.
• Fields and answers routine and non-routine inquiries about the Museum.
• Works independently on special non-recurring and ongoing projects at the request of the Executive Director, which may include planning and coordinating multiple tasks and disseminating information.
• Works closely with the Museum’s Directors, its department staff, and external stakeholders.
• Establishes, develops, maintains, and updates the shared files and drives used by the Executive Team. Retrieves information from files when needed.
• Assists in the oversight of HR Coordinator; provides guidance and support in HR matters.
• 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). Aptitude for learning new software applications. Hardware troubleshooting skills a plus.
• 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 maintain confidentiality.
• 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.

 
Position includes a generous benefits package and salary range that begins at $50,000. Salary commensurate with experience.

The James A. Michener Art Museum is an Equal Opportunity Employer. Michener Staff are expected to maintain a genuine and deep commitment to diversity and inclusion.