Executive Assistant

Moas; Daytona Beach (FL); On-site; USD 48,000 - 52,000; Full time

Job summary

A prominent museum in Daytona Beach is seeking an Executive Assistant to support the CEO and other executives. This full-time role involves managing the CEO's calendar, coordinating board meetings, and ensuring efficient office operations. Qualified candidates should have at least 3 years of executive-level administrative experience and strong communication skills. Proficiency in Microsoft Office is essential, along with the ability to maintain confidentiality. Submit your resume and cover letter to the COO for consideration.

Qualifications

• Minimum 3 years of executive-level administrative support experience.
• Experience with confidential materials and board governance preferred.
• Demonstrated discretion and integrity.

Responsibilities

• Serve as primary point of contact for internal communications.
• Manage and optimize CEO's calendar, including travel.
• Coordinate Board meetings and prepare documents.

Skills

Exceptional organization

Advanced written communication

Verbal communication

Attention to detail

Proficiency in Microsoft Office

Ability to run virtual meeting technology

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

CRM software

Job description

About MOAS

Executive Assistant

Position Title: Executive Assistant
Department: Administration
Location: The Cici and Hyatt Brown Museum of Arts, Science & History(The Brown),352South Nova Road, Daytona Beach, FL 32114.
Status: Full‑Time, Exempt (Administrative Exemption under the FLSA)
Reports To: Chief Executive Officer (CEO)
Supports: CEO, CFO, COO/Director of Human Resources, Chief Advancement Officer, Chief Curator
Salary Range: $48,000-$52,000

POSITION SUMMARY

The Executive Assistant is a high‑level, exempt administrative professional who ensuresseamless executive operations for The Brown. This position provides comprehensive administrative, operational, and confidential support to the CEO while also supporting the CFO, COO/Director of HR, Chief Advancement Officer, and Chief Curator.

The Executive Assistant manages the daily office operations of the CEO, ensuring seamless execution of administrative functions and enabling the CEO to focus on strategic priorities.

The role’s primary duty is office/non‑manual workdirectly relatedto the Museum’s management and general business operations and requires regular discretion and independent judgment on matters of significance (e.g., scheduling priorities, donor and board communications, compliance workflows, document custody).

This position upholds strict chain‑of‑custody protocols for sensitive financial, HR, and donor documents; supports board governance; coordinates cross‑departmental initiatives; andrepresentsthe Executive Office with professionalism, discretion, and proactive problem‑solving.

ESSENTIAL DUTIES & RESPONSIBILITIES

Executive Support

• Serve as the primary point of contact for internal and external communications on behalf of the CEO.
• Manage, prioritize, and optimize the CEO’s calendar; coordinate complex scheduling, travel, agendas, and briefing materials.
• Draft, edit, and finalize board‑ready correspondence, presentations, and reports; maintain follow‑up trackers and decision logs.
• Exercise discretion in triaging issues, setting priorities, and committing executive time in alignment with strategic objectives.

Board & Governance Support

• Coordinate Board and committee meetings, scheduling, logistics, and communications.
• Prepare meeting packets, agendas, and presentations; record and maintain minutes and governance archives.
• Manage Board compliance documentation and support Finance Committee and other executive‑level committees.

Finance, Records Management & Chain of Custody

• Open, process, and route incoming mail daily, including donations, financial correspondence, and confidential documents.
• Maintain strict chain of custody for all financial, HR, and donor materials in accordance withinternal controls and best practices.
• Maintain secure digital and physical filing systems for executive, financial, HR, and donor records; track documents requiring executive signature or approval.

Advancement, Capital Campaign & Donor Support

• Prepare donor correspondence, acknowledgments, and executive communications with consistent accuracy and tone.
• Support donor meetings, briefings, stewardship activities, and capital campaign logistics; coordinate with Advancement on records and reporting.
• Conduct light prospect research and prepare donor briefing materials.
• Manage daily operations of the Executive Office, ensuring efficient administrative workflow.
• Coordinate cross‑departmental meetings, agendas, follow‑ups, and deadline tracking.
• Support procurement processes, vendor relations, and contract administration.
• Provide logistical and administrative support for museum‑wide initiatives and special projects.
• Assist the CFO and COO/Director of HR with confidential administrative tasks, compliance tracking, and executive operations.

QUALIFICATIONS

Education

• Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field preferred but not required.

Experience

• Minimum 3 years of executive‑level administrative support (nonprofit/museum/advancement environments preferred).
• Experience handling confidential materials, donor correspondence, board governance, or finance/HR documentation preferred.
• Exceptional organization and attention to detail; advanced written and verbal communication.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, PDFs, and digital scheduling platforms.
• Ability to run virtual meeting technology (e.g., OWL, Teams, Zoom).
• Experience with CRM, financial, or donor databases preferred.
• Demonstrated discretion, integrity, judgment, and ability to work independently in a fast‑paced environment.

CORE COMPETENCIES

• Professionalism and integrity in managing sensitive information.
• Excellent time management and prioritization.
• Proactive problem‑solving and anticipation of executive needs.
• Strong interpersonal skills and a polished, confident demeanor.
• Collaborative mindset; ability to support multiple executives simultaneously.
• Flexibility, reliability, and strong work ethic aligned with museum values.
• Three professional references (contacted prior to offer finalization).
• Satisfactory background check.
• Pre‑employment drug screening (offer contingent upon results consistent with policy).

PHYSICAL & WORKING CONDITIONS

• Standard office environment.
• Occasional evening/weekend work for board meetings, donor events, or museum programs.
• Ability to lift up to 20 lbs. for meeting setups or event materials.

TO APPLY

• Submit resume and cover letter to Willis Chico, Chief Operating Officer and Director of Human Resources at [e-mail]

Sponsored in part by the State of Florida, Department of State, Division of Arts and Culture, the Florida Council on Arts and Culture, and the National Endowment for the Arts.