Executive Asst to the Director

The Phillips Collection; Washington (District of Columbia); Hybrid; USD 60,000 - 65,000; Full time

Job summary

The Phillips Collection in Washington, DC is seeking an Executive Assistant to the Director. This full-time role provides administrative and programming support to the Director, working with the Chief of Staff to ensure consistent operations in the Director’s Office.

Responsibilities include coordinating meetings, travel, briefing materials, prospect research, and liaison with Advancement. The position requires confidentiality, diplomacy, and strong communication in a fast-paced museum setting.

Qualifications

• Bachelor’s degree required; Art history and background in the arts a plus
• Two to three years relevant work experience in administration or an Executive office
• Ability to establish priorities, take initiative, manage numerous assignments
• Ability to exercise sound judgment, handle sensitive material, and maintain confidentiality
• Ability to handle relationships and conversations with diplomacy
• Excellent verbal and written communication skills with a keen attention to detail and accuracy
• Proficiency with Microsoft Office (Outlook, TEAMS, Excel, PowerPoint, Word) and Zoom video

Responsibilities

• Oversee administrative duties for the Director’s Office, including scheduling, correspondence, expense report reconciliations, and travel arrangements
• Prep the Director for all engagements, travel, and meetings, including prospect research and preparation of materials; liaise with Advancement colleagues to create briefing documents and identify strategic aims of Director’s meetings
• Coordinate the Director’s outreach activities and priorities; troubleshoot conflicts and make recommendations to ensure smooth day-to-day engagements
• Database entry and maintenance of all Director’s correspondence, stewardship, and contacts
• Works with Director, Chief of Staff, and other colleagues to ensure alignment with and advancement of the Strategic Plan
• Assist with preparing and/or editing Director’s internal and external written collateral
• Represent the Director at internal and external events and meetings
• Maintain continuous lines of communication with Phillips Staff and outside constituents
• Assist with Director’s independent curatorial or writing projects as needed
• Work interdepartmentally on events, programs, and other strategic initiatives
• Assist scheduling and logistics of all Board meetings, committee meetings, pre-meetings, and social events
• Coordinate logistical needs for external visitors (artists, advisors, donors)
• Manage the Office of the Director interns

Skills

Communication

Diplomacy

Confidentiality

Prioritization

Attention to detail

Education

Bachelor’s degree in Art History

Tools

Microsoft Office

Zoom

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Asst to the Director

Active - Regular full-time Washington, DC, US

Salary Range: $60,000.00 To $65,000.00 Annually

OVERVIEW:

The Executive Assistant provides administrative and programming support to the Director with a keen knowledge and awareness of the museum’s mission as well as the Director’s goals. The role works with the Chief of Staff to maintain consistency of business operations in the Director’s Office, and requires confidentiality, discretion, diplomacy, and the ability to perform in a high-volume, fast-paced office environment.

This full time position will offer full benefits package: medical, dental insurances, retirement plans, commuter benefits, dependent care and FSA options, voluntary programs, AAM membership, Capital Bikeshare, free admission to museum to family and friends, other.

ESSENTIAL FUNCTIONS:

• Oversee administrative duties for the Director’s Office, including scheduling, correspondence, expense report reconciliations, and travel arrangements
• Prep the Director for all engagements, travel, and meetings, including prospect research and preparation of materials; liaise with Advancement colleagues to create briefing documents and identify strategic aims of Director’s meetings.
• Work with the Chief of Staff to coordinate the Director’s outreach activities and priorities ; troubleshoot conflicts and make recommendations to ensure smooth day-to-day engagements.
• Database entry and maintenance of all Director’s correspondence, stewardship, and contacts, including partnering with Advancement to maintain prospect management plans
• Works with Director, Chief of Staff, and other colleagues to ensure alignment with and advancement of the Strategic Plan
• Assist with preparing and/or editing Director’s internal and external written collateral, including gift acknowledgments, director’s forewords, event remarks, member and donor letters, and invitations
• Represent the Director at internal and external events and meetings
• Maintain continuous lines of communication with Phillips Staff and outside constituents, and ensures organizational alignment and consistent information on behalf of the Director
• Assist with Director’s independent curatorial or writing projects as needed
• Work interdepartmentally on events, programs, and other strategic initiatives
• Assist as needed with the scheduling and logistics of all Board of Trustees meetings, committee meetings, pre-meetings, and social events.
• Coordinate logistical needs for external visitors (artists, advisors, donors), including arranging travel, lodging, and meals
• Manage the Office of the Director interns

POSITION REQUIREMENTS AND QUALIFICATIONS:

• Bachelor’s degree required; Art history and background in the arts a plus
• Two to three years relevant work experience in administration or an Executive office
• Ability to establish priorities, take initiative, manage numerous assignments simultaneously
• Ability to exercise sound judgment, handle sensitive material, and maintain confidentiality
• Ability to handle relationships and conversations with diplomacy
• Excellent verbal and written communication skills with a keen attention to detail and accuracy
• Proficiency with Microsoft Office (Outlook, TEAMS, Excel, PowerPoint, Word) and Zoom video

OTHER:

Hybrid work schedule and flex hours permitted

The Phillips Collection is an equal opportunity employer and administers all employment decisions and personnel actions without regard to race, color, religion, creed, sex, sexual orientation, pregnancy, childbirth or related medical conditions, national origin, age, physical or mental disability, genetic disposition or carrier status, marital status, veteran status, personal appearance, gender identity or expression, family responsibilities, matriculation, political affiliation, or any other category protected under applicable federal, state, or local law.