Executive Assistant to the David C. Copley Director and CEO
Manage David C. Copley Director & CEO’s (Director’s) office and otherwise relieve the Director of administrative, clerical, and related business details by overseeing day-to-day operations and activities. Develop and maintain a proactive business partner approach and relationship with Director and fully understand the Director’s Office goals and objectives and assist in achieving them. Respond independently to matters of precedent or policy and exercise discretion and independent judgment in nearly all interactions and transactions. Update Director on status of projects and other relevant issues. Serve as liaison to Board of Trustees, Department Heads, and MCASD staff. Serve as sole Executive Assistance to the CEO in an institution that employs 80 employees and reports to a Board of Trustees of 39 members.
- Be fully aware of the strategy of the Director’s Office in an effort to keep Director better informed and to execute work independent of Director.
- Act as gate-keeper and use independent judgment and discretion for each and every call, email, appointment, or any contact that comes through the Director’s Office. Make decisions as needed. Handle all with professional decorum.
- Administer Director’s functions to assist in excellent use of time and efficiency for Director in the performance of her job.
- Answer or forward Director’s e-mail in her absence as needed.
- Maintain Director’s calendar and schedule appointments as needed.
- Draft correspondence for Director as necessary often without input from the Director.
- Coordinate and schedule Director’s meetings with Trustees, staff, community members, etc.
- Serve as liaison between Director’s Office and other departments, staff, Trustees, patrons, and arts community. Problem-solve or direct as needed.
Administer Director’s Office budget, which include the following:
- Draft and monitor annual Director’s Office budget
- Process and prepare Director monthly finances
- Process and record all expenses related to Director’s Office
- Serve as authorized signatory for Director’s expenses
- Make Director’s travel arrangements, itineraries, and trip expense reports; arrange for travel reimbursements and honorarium payments.
- Research and coordinate information for Director as needed; research and prepare graphic materials for meetings, lectures.
Serve as primary liaison between Director’s Office and the Board of Trustees and coordinate Trustee activities, including the following:
- Write notes for Director for Board meetings, lectures, and public appearances.
- Write notes for Board President for Board meetings.
- Assist Board President with meeting preparations as needed.
- Coordinate Trustee Board meeting logistics and equipment arrangements and other related needs.
- Compile and complete minutes of meetings.
- Coordinate other Trustee committee meetings (Executive, Nominating, Master Planning, Trustee Orientation), prepare agenda and materials, attend meetings as requested and take notes.
- Coordinate Director’s gifts for Trustees, etc., as requested.
- Shifts may involve weekdays, evenings, weekends, and holidays and may occasionally be called in at short notice.
- Follow policies and procedures to ensure a safe work environment.
- Other duties as assigned.
Outstanding interpersonal skills with the ability to act with tact and diplomacy in all matters. Outstanding verbal and written communication skills with the ability to actively listen and communicate in an effort to proactively manage the Director’s Office. Outstanding ability to prioritize, innovate, solve problems, manage projects, and make decisions, all with a can-do attitude. Outstanding ability to take initiative and work without direction. Outstanding ability to embrace change and look for opportunities to make change and improvement. Outstanding organizational skills with the ability to handle multiple projects and with the ability to work independently and complete all work as needed. Outstanding ability to think through the needs of the Director and how to make sure everything is taken care of even when not asked or when it is unexpected. Outstanding ability to remain discreet in the performance of the job duties and the ability to determine what is confidential and what is not. Outstanding ability to be an effective spokesperson for the Director and instill and carry through Director’s overall office environment. Outstanding ability to carry out the position when the Director is out for extended periods, on sabbatical, and/or out of the country. Strong computer skills and MS Office skills. Experience in a non-profit environment and knowledge of and interest in contemporary art preferred. Experience interacting with Board of Trustees and ability to maintain and understand protocol and formality. Experience in a philanthropic and fundraising environment. Bachelor’s degree and 5 to 10 years’ recent, relevant, and demonstrated administrative experience in an executive administrative and executive office capacity or equivalent education and experience.
For candidacy consideration, please submit a resume and personalized cover letter, including wage requirements, firstname.lastname@example.org. Please reference in the subject line the following: 201701, Executive Assistant.