Executive Assistant

Honolulu Museum of Art; Honolulu (HI); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Fully covered medical, dental, and vis

12 paid holidays

15 days vacation year 1; 20 days year

15 days sick leave per year

Employer retirement plans after 12 mos

Museum, Shop, Café, and Art School-dis

Onsite parking

Job summary

Honolulu Museum of Art seeks an Executive Assistant to the Director who will manage the Director and CEO’s calendar, coordinate travel, draft communications, and support governance and records management. This role requires discretion, superb organizational skills, and the ability to navigate a busy museum leadership office with professionalism.

The ideal candidate has a bachelor’s degree with 5+ years of admin experience and 3+ years in executive support, plus strong communication and an

Qualifications

• Bachelor’s degree with 5+ years administrative experience.
• Three years’ experience in an executive support role.
• Excellent attention to detail with proofreading ability.
• Strong written and verbal communication, proactive updates.
• Maintain confidentiality with discretion at highest levels.
• Excellent organizational skills and ability to juggle tasks.
• Proficient with Microsoft Office, travel bookings, presentations, records mgmt.
• Professional demeanor, strong people skills and integrity.
• Forward-looking thinker who proposes solutions and inclusion.
• Ability to work with a diverse community of visitors and staff.

Responsibilities

• Serve as primary coordinator for the Director and CEO, managing daily operations.
• Manage complex calendar, travel, meeting materials, contacts, and correspondence.
• Draft, edit, and distribute communications on behalf of the Director and CEO.
• Support governance, records management, and nonprofit compliance.
• Plan, coordinate, and execute special events including VIP visits.
• Act as primary contact between Director/CEO and stakeholders including board.
• Lead cross-department projects and monitor expenses and budgets.
• Coordinate complex travel arrangements (flights, lodging, itineraries).
• Foster inclusivity, diversity, equity, and accessibility in communications.
• Support HR leadership in equitable experiences and belonging initiatives.
• Perform other duties as assigned.

Skills

Attention to detail

Written and verbal communication

Confidentiality and discretion

Organizational skills

Initiative and proactive work style

Interpersonal skills and diplomacy

Forward-looking thinker

Integrity and work ethic

Education

Bachelor’s degree with 5+ years administrative experience

Equivalent combination of education and experience

Tools

Microsoft Office

Travel booking tools

Presentation software

Electronic records management

Job description

DIRECTORS OFFICE Full-time Regular Professional Honolulu, HI, US 1 Attachments

Salary Range: $70,000.00 To $80,000.00 Annually

A cover letter is required to be considered for this position.

Job Summary

Under the direction of the Director and CEO the Executive Assistant is a high-impact position and serves a key function supporting the Honolulu Museum of Art’s ("HoMA") Museum Director. The position requires strong critical thinking and confidence to evaluate and make independent decisions about competing priorities that support the Museum's overall objectives. The role requires a high level of discretion and remarkable organizational and administrative skills to effectively balance the Director's schedule and priorities. The Executive Assistant to the Director must demonstrate a professional and welcoming demeanor and have a genuine interest in art, HoMA and its programs.

The Honolulu Museum of Art

Opened in 1927, the Honolulu Museum of Art is a home for art and education created for the benefit of the entire community. Founder Anna Rice Cooke envisioned a museum that would bring people together through the power of art and "the deep intuitions that are common to all." The museum was conceived of as a place of meaningful exchange and dialogue, celebrating the diverse artistic and cultural traditions of Hawai‘i’s multi-ethnic population. From this founding intention grew the museum of today, with a world-class encyclopedic collection of more than 55,000 works of art, representing a stunning breadth of places and eras, from all corners of the globe and from the ancient past to the present day.

To learn more about HoMA, please visit our website.

Minimum Qualifications

• A bachelor’s degree with at least five years of administrative experience or equivalent combination of education and experience.
• Three years’ experience in an executive support role.
• Excellent attention to detail including the ability to edit and proofread documents for accuracy, clarity, consistency and tone.
• Strong written and verbal communication skills with the ability to communicate progress clearly and proactively.
• Ability to maintain absolute confidentiality and discretion regarding information at highest levels, works independently, demonstrates initiative, and anticipates advance planning.
• Exacting organizational skills; able to juggle multiple tasks, scheduling, and appointments.
• Proficient technology skills, including full Microsoft Office, travel booking skills, presentation creation, and electronic records management.
• Professional demeanor with excellent people skills, emotional maturity, and ability to build effective relationships.
• Forward-looking thinker who actively seeks opportunities and proposes solutions.
• Honesty, integrity, and a strong work ethic supported by commitment, enthusiasm, and follow-through.
• Ability to work within and support a diverse community of visitors, artists, and employees.

Desired Qualifications

• Working experience with a museum or other nonprofit organization.
• Experience in a museum, arts and culture, or nonprofit organization with multiple worksites.
• Understanding of and dedication to advancing the Honolulu Museum of Art’s identity, vision, and values.

Essential Duties

• Serve as the primary coordinator for the Director and CEO managing the day-to-day administrative operations of the Director’s Office and ensuring seamless workflow, responsiveness, and follow-through.
• Provide administrative support to the Director and CEO, including managing a complex and frequently changing calendar, coordinating travel, preparing meeting materials ,maintaining contacts, drafting correspondence, and anticipating needs and priorities.
• Draft, edit, and distribute internal and external communications on behalf of the Director and CEO.
• Support compliance, transparency, and sound organizational practices through effective records management and application of nonprofit governance principles.
• Plan, coordinate, and execute special events hosted by the Director and CEO including VIP visits.
• Serve as the primary point of contact between the Director and CEO and internal/external stakeholders, including museum board members, donors, patrons, and officials.
• Manage special projects and cross-departmental initiatives led by the Directors office.
• Monitor and submit expense reports, reconcile budgets.
• Plan and coordinate complex travel arrangements, including flights, accommodations, and itineraries for travel.
• Demonstrates a commitment to fostering cultivating, and preserving a culture of inclusivity, diversity, equity, and accessibility through respectful communication and cooperation with others, continuous training, and the modeling of inclusive behaviors.
• In partnership with HR, supports the leadership team in ensuring equitable experiences, strengthening inclusion acumen and promoting a culture of belonging that embraces the contributions of all staff.
• Other duties as assigned.

Compensation

HoMA is committed to practicing salary transparency. The salary range for this position is $70,000 to $80,000per annum. Please note that pay range information is a general guideline only. Many factors are taken into consideration when setting pay, including education, experience, the external labor market, and internal equity.

Benefits Include

• Fully covered medical, dental, and vision insurance for employees
• 12 paid holidays
• 15 days of vacation accrued in the 1st year, increasing to 20 days in the 2nd year
• 15 days of sick leave accrued annually
• Group retirement plans with employer matching after 12 months of service
• Museum, Shop, Café, and Art School discounts
• Onsite parking

Working Conditions and Atmosphere

Work takes place in an office environment. General office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. with flexible scheduling as appropriate. Ability to operate general office equipment including computers, copiers, printers, etc. Ability to lift, carry, push, pull, up to 25 pounds of general office material or equipment. Ability to work some evening and weekend hours and be available for emergencies. The employee must be able to fulfill all Essential Duties with or without a reasonable accommodation. This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice. Ability to operate general office equipment including computers, copiers, printers, etc. Ability to lift, carry, push, pull, up to 25 pounds of general office material or equipment. Ability to work some evening and weekend hours. The employee must be able to fulfill all Essential Duties with or without a reasonable accommodation. This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice.

EEOC Statement

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record (except as legally applicable), citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned, including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the Museum. Any form of harassment of any employee because of any protected status is prohibited.

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ+ community.