Administrative Assistant to the Board of Trustees and the Office of the Executive

The Walters Art Museum; Baltimore (MD); On-site; USD 45,000 - 55,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant to support its Board of Trustees and the Executive Office. This role involves managing correspondence, scheduling meetings, and maintaining confidential files. The ideal candidate will have experience in a C-suite environment and be proficient in Microsoft Office and Google Suite. This position offers a unique opportunity to work in a vibrant cultural institution, contributing to the mission of connecting people with art and fostering community engagement. Join a team that values professionalism, collaboration, and creativity in a dynamic setting.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Subsidized Transportation

Parking

Museum Membership

Short Term Disability

Long Term Disability

Flexible Spending Account

457b Retirement Plan

Qualifications

• 2-5 years of experience in a C-suite environment.
• Proficient in Microsoft Office and Google Suite.
• Strong communication skills and customer service experience.

Responsibilities

• Assist with administrative duties for the Board of Trustees.
• Maintain the Executive Director's calendar and files.
• Coordinate Board meetings and prepare official minutes.

Skills

Microsoft Office

Google Suite

Professional Communication

Customer Service Techniques

Tools

OnBoard Trustee Support Software

Job description

Job Details Level: Experienced Job Location: Walters Art Museum - Baltimore, MD Position Type: Full Time Education Level: Not Specified Salary Range: $45000.00 - $55000.00 Salary/year Job Category: Admin - Clerical Description

ABOUT THE WALTERS ART MUSEUM

The Walters Art Museum is among America’s most distinctive museums, forging connections between people and art from cultures around the world and spanning seven millennia. Located in Baltimore’s Mount Vernon neighborhood, the Walters is free for all. The museum’s campus includes five historic buildings and 36,000 art objects.

Today, The Walters serves Baltimore and Maryland by embracing its role as educator and storyteller, using the collection as a vehicle of knowledge and cultural expression to support learning, dialogue, and community engagement. The museum is committed to public education, offering essential programs that help people to connect art to their lives. The Walters Visitor Promise aligns staff and volunteers across the museum to preserve and share the works in our care for future generations, partner with communities, and create welcoming, accessible experiences for visitors. The museum offers challenging and creative work opportunities by promoting collaboration, teamwork.

Overview of Role

The Administrative Assistant to the Board of Trustees and the Office of the Executive Director will assist in providing a variety of specialized and confidential administrative duties in support of the Walters Art Museum’s Board of Trustees, its Board Committees and the Office of the Executive Director. This role requires someone who is detail oriented and proven ability to be thorough, responsive and maintain a high level of professionalism. This position reports to the Senior Administrator of the Executive Office with a dotted line to the Director of Development.

Duties and Responsibilities :

Board of Trustees:

• Be the primary point of contact for correspondence with the Board of Trustees, Committee members, Non-Trustee Committee members and Ex-officio members. Correspondence may be via letter, email or Onboard.
• Maintain a current file for each member of the Board of Trustees including contact information, committee assignments and Board terms.
• Collaborate with Executive Director, Board President, and Committee chairs to schedule annual Board and Committee meetings as well as other Walters-related commitments for individual members of the Board of Trustees.
• Develop, schedule and facilitate an annual New Trustee Orientation program.
• Coordinate all activities in preparation for the Board of Trustees and Committee meetings including, but not limited to, gathering materials from staff liaisons, coordinating IT/AV needs, collaborating with the Walters’s events manager on food and beverage needs if applicable.
• Printing documents, creating folders, printing tent cards and ID badges as needed.
• Attend on-and off-site Board of Trustees and Committee meetings. Record actions, and take notes for use in preparing official minutes of Board of Trustees regular, special, and committee meetings.
• Prepare the official minutes and distribute as required. Maintain current files of board materials and minutes.
• Draft and/or edit correspondence such as emails, letters, reports, and other materials for distribution to the Board of Trustees via email and/or OnBoard software.
• Receive and screen mail, telephone calls, emails, and visitor requests for members of the Board of Trustees to determine the nature and urgency of business. Exercises judgment in responding to routine inquiries or referring them to appropriate staff/offices.
• Make arrangements for Trustee travel as needed. Assist in arranging transportation and hotel accommodations and preparing travel expense claims for members of the Board of Trustees.
• Performs related duties as assigned.

Office of the Executive Director:

• Collaborate closely with the Senior Administrator of the Executive Office to ensure the organized, efficient and professional operation of the Office of the Executive Director including but not limited to:
  • Processing Mail
  • Maintaining Executive Director’s calendar
  • Making travel arrangements as needed
  • Performing monthly credit card reconciliations
  • Maintaining Office of the Executive Director’s files (paper and electronic)
• Serve as administrative support to the Executive Director in the absence of the Senior Administrator of the Executive Office

Qualifications

Qualifications :

• 2-5 years of experience working in a C-suite environment
• Proficient in Microsoft Office including Word, Excel, Outlook, PowerPoint,
• Proficient in Google Suite
• Thorough understanding and experience with clerical office procedures such as:
  • Principles and procedures of record storage, control, retrieval and management
  • Customer service techniques for public contact in person and on the telephone
  • Routines and procedures of Board of Trustees meetings
  • Organizational structure, functions, and key staff of the Board of Trustees reports and correspondence
• Proficiency with OnBoard Trustee support software preferred

Skilled in :

• Strong professional communication skills: written and verbal
• Operating computer and standard office equipment
• Interdepartmental collaboration and communication
• Maintaining interpersonal communication & relationship with peers, staff, visitors and guests

Ability to :

• Maintain a high level of professionalism
• Maintain a high level of confidentiality
• Work independently without direct supervision
• Work collaboratively with both internal and external stakeholders
• Be flexible in work hours to accommodate Board, Executive Office, and museum meetings and events

Job Schedule: 40 hours per week

Salary Range: $45,000-$55,000

The Walters Art Museum provides an excellent comprehensive benefits package that includes medical, dental, prescription, vision, subsidized transportation and parking, museum membership, short term disability, long term disability, FSA (flexible spending account), 457b retirement, and free professional financial management counseling.

All employees must be legally authorized to work in the United States. The museum does not sponsor work visas.