Executive Assistant

ALLENTOWN ART MUSEUM; Allentown (Lehigh County); On-site; USD 60,000 - 80,000; Full time

Job summary

A cultural institution in Allentown is seeking an Executive Assistant to support the President & CEO. This role involves managing a busy schedule, communicating with Board members, and handling confidential matters. The ideal candidate should have over 5 years of experience supporting C-level executives, possess excellent organizational skills, and communicate effectively. This position is essential in maintaining operations and supporting various administrative tasks.

Qualifications

• Minimum five years of experience supporting C-level executives.
• Expert-level written and verbal communication skills.
• Ability to prioritize multiple tasks seamlessly.

Responsibilities

• Manage an active calendar for the President & CEO.
• Communicate directly with Board members and donors.
• Maintain current and archived files for the President.

Skills

Strong organizational skills

Excellent attention to detail

Very strong interpersonal skills

Expert-level written communication

Expert-level verbal communication

Ability to handle confidential information

Education

5+ years experience supporting C-level executives

Proficient in Microsoft Office and Zoom

Job description

Purpose: The Executive Assistant provides support to the President & CEO in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant performs as secretary to the Board of Trustees.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Duties/Responsibilities

President and CEO’s Office:

• Schedule meetings and manage an extremely active calendar of appointments. Plan, coordinate, and ensure the President’s schedule is followed and respected. Provide “gatekeeper” and “gateway” role for direct access to the President’s time and office.
• Prepare expense reports, credit card statements, and invoices for payment; compose correspondence that is sometimes confidential; arrange detailed travel plans, itineraries, and agendas.
• Communicate directly, and on behalf of the President, with Board members, donors, funding sources, and community executives.
• Organizes correspondence; researches, prioritizes, and follows up on incoming issues and concerns addressed to the President; determines and drafts appropriate course of action, referral, or response for President’s reply. Manages a variety of special projects for the President, including those of a sensitive or confidential nature.
• Maintain current and archived files for President.
• Demonstrate leadership to maintain credibility, trust, and support with members of senior staff; build relationships crucial to the success of the organization.
• Maintain confidential account and password information for the Museum.
• Order office supplies for Museum staff on a monthly basis.
• Open daily postal mail and distribute to department mail bins.
• Assists with other departments, projects, or museum groups, as needed.

Board of Trustees:

• As secretary to the Board of Trustees, will maintain discretion and confidentiality in relationships with all Board members.
• Working with Board Chair and Committee Chairs, schedule all meetings of the Board and Committees.
• Working with the Chair, request and compile reports, agendas, and meeting materials; electronically distribute meeting materials to Trustees prior to Board meetings.
• Attend Board meetings (may include some Committee meetings) to take minutes; type minutes for Chair’s review.
• Maintain current and archived files for the Board of Trustees and Committees.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters.

Qualifications:

• Strong organizational skills; ability to perform and prioritize multiple tasks seamlessly; excellent attention to detail.
• Very strong interpersonal skills.
• Expert-level written and verbal communication skills.
• Emotional maturity
• Highly resourceful team player; ability to be extremely effective independently.
• Handle confidential information with discretion.

Education and Experience Requirements:

• Strong work tenure: minimum five years of experience supporting C-level executives.
• Experience and interest in internal and external communications, partnerships, and development.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat Pro, Zoom meetings.

The Allentown Art Museum is committed to providing equal employment opportunities without regard to race, creed, color, national origin, sex, age, veteran status, sexual orientation, and disability.