Executive Assistant & Publication Coordinator

The Dalí Museum; Saint Petersburg (FL); On-site; USD 33,000 - 36,000; Full time

Job summary

The Dalí Museum in St. Petersburg, FL seeks an Executive Assistant & Publication Coordinator to provide executive-level support to the Executive Director and liaise with the Board of Trustees, committees, and leadership.

The role balances confidential administrative duties with project coordination and publication production. On-site, you will manage the ED's calendar, coordinate Board meetings, prepare materials, assist with donor events, and support cross-department initiatives.

Qualifications

• Experience with executive administrative, office management; nonprofit experience preferred.
• Excellent organizational, communication, writing, and administrative skills.
• Experience supporting executive leadership and organizational governance.
• Ability to work occasional evenings, Board meetings, donor events, and other special events as departmental needs require.
• Regular and reliable attendance is required.

Responsibilities

• Maintain the Executive Director's calendar and daily schedule.
• Plan and coordinate meetings, teleconferences, Board meetings, and related logistics.
• Prepare materials, food/beverage, room setup, and audiovisual support.
• Coordinate Board communications and Board meeting logistics.
• Prepare presentations, reports, and correspondence under the Executive Director.
• Provide production coordination for select Museum publications.
• Assist with coordinating cross-departmental meetings and initiatives.
• Support Development with donor events and guest registration.
• Coordinate with IT for ED and Board Room technology.

Skills

Organizational skills

Project management

Written and interpersonal comms

Multitasking

Confidentiality

Design/Video software

Independent work

Problem solving

Tools

Word processing

Design software

Video software

Job description

Nature of position

The Executive Assistant position launches a bright, curious person into the heart of a cultural institution from its decision-making processes to the presentation of invaluable assets to a global audience. The EA will work with the executive director and administrative team engaged in every aspect of a dynamic and innovative project to offer tools for imagination and change.

Position Summary

The Executive Assistant & Publication Coordinator provides executive-level administrative support to the Executive Director and serves as a primary liaison between the Executive Director's Office, the Museum's Board of Trustees, Board committees, and the Museum's Directors and leadership team. This position manages a wide variety of confidential administrative responsibilities, coordinates Board and leadership communications, supports organizational initiatives and special projects, and serves as a resource to the Administrative Office.

The position also serves as Production Coordinator for select Museum publications, managing production schedules, coordinating with authors, editors, publishers, photographers, and image rights holders, and overseeing print specifications and proof review. This position periodically provides administrative assistance to the Museum's Deputy Directors.

• Maintains the Executive Director's appointment calendar and daily schedule.
• Plans and coordinates meetings, teleconferences, Board meetings, and related logistics, including preparation of materials, food and beverage coordination, room setup, and audiovisual support.
• Organizes and maintains physical and electronic filing systems.
• Answers and screens calls, manages correspondence, and maintains Executive Director contact databases.
• Serves as a liaison between the Executive Director and the Board of Trustees by preparing Board communications, coordinating Executive Committee and Board meetings, maintaining Board records and contact information, attending Board meetings, and following up on action items.
• Serves as a liaison between the Executive Director and Museum Directors by coordinating communications, scheduling meetings, tracking follow-up items, facilitating the flow of information, and helping ensure timely completion of Executive Director priorities and organizational initiatives.
• Prepares and maintains the annual Board calendar and Board meeting schedules.
• Prepares presentations, reports, correspondence, and other materials under the direction of the Executive Director.
• Assists the Executive Director with organizing documents and maintaining departmental filing systems.
• Takes meeting notes and distributes meeting summaries and follow-up information.
• Supports the Executive Director in coordinating with local, city, state, and national representatives, Museum Directors, and external partners while maintaining current contact information and facilitating communication as needed.
• Coordinates Executive Director-sponsored programs, conferences, collaborations, and other organizational initiatives.
• Assists in coordinating cross-departmental meetings, projects, and organizational initiatives by preparing materials, communicating with department leaders, and monitoring follow-up actions.
• Provides support to the Development Department for donor appreciation events, including preparing mailing lists, assisting with guest registration, and greeting guests.
• Reviews and approves managers' timecards on a bi-weekly basis.
• Maintains the Board Room calendar for department use.
• Maintains office supply inventory for the Executive Administration Department.
• Coordinates with IT to ensure the effective operation of Executive Director and Board Room technology.
• Serves as Production Coordinator, managing select Museum publications, including production scheduling, coordination with authors, editors, publishers, photography, image rights procurement, print specifications, and proof review. We expect this to be an area in which the Exec. Assistant may develop skills on the job.
• Performs other related duties as assigned.

Knowledge, skills & abilities

• Excellent organizational, administrative, and project management skills with exceptional attention to detail.
• Excellent written, verbal, editing, and interpersonal communication skills.
• Ability to manage multiple priorities simultaneously while maintaining accuracy and meeting deadlines.
• Ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive information with discretion.
• Ability to build and maintain positive working relationships with the Executive Director, Board of Trustees, Museum leadership, donors, elected officials, staff, and external partners.
• Strong proficiency with word processing, design, video, and other communication software.
• Ability to work independently while collaborating effectively across departments.
• Strong problem-solving skills and the ability to adapt to changing priorities.

Qualifications & requirements

• Experience with executive administrative, office management; nonprofit experience preferred.
• Excellent organizational, communication, writing, and administrative skills.
• Experience supporting executive leadership and organizational governance.
• Ability to work occasional evenings, Board meetings, donor events, and other special events as departmental needs require.
• Regular and reliable attendance is required.

Physical & work environment requirements

• Ability to sit and move throughout Museum facilities for extended periods.
• Ability to use standard office equipment, computers, and audiovisual equipment.
• Ability to occasionally lift and carry office materials weighing up to 25 pounds.
• Ability to communicate effectively with Board members, donors, staff, volunteers, and external partners in a professional office environment.

The duties described above represent the general nature and level of work performed and are not intended to be an exhaustive list. Responsibilities may be modified or assigned based on departmental and Museum needs.

This is a non-exempt position, fully on-site at the Museum, paying an annual of $24-$26 an hour.

About the Museum

The Dalí Museum, located in downtown St. Petersburg, Fla., is home to a preeminent collection of the artist’s works, with over 2,400 works representing every period and medium of Salvador Dalí’s creative life. The Dalí is recognized internationally by the Michelin Guide with its highest three-star rating; has been named one of seven museums globally that showcase the future by CNN Travel; named one of the 10 most interesting museums in the world by Architectural Digest; and celebrated in 2025 by readers of USA Today as one of the top ten art museums in America. The Dalí Museum’s acclaimed digital experiences have received numerous national and international awards for creative innovation. The Museum is a not-for-profit organization whose mission is to preserve Dalí’s legacy for generations to come and serve as an active resource in the cultural life of the community and the world at large. Open daily at One Dalí Boulevard, St. Petersburg, Fla. 33701, The Dalí welcomes all as unique individuals and is committed to making its collection, exhibitions, building and programs accessible. For more information, visit www.TheDali.org or explore https://thedali.org/visit/dali-museum-mobile-guide/ for The Dalí Museum’s free mobile guide.