Strategic Executive Assistant 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

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.