The American Alliance of Museums invites applications for an experienced, proactive, and results-driven Executive Assistant to provide administrative support for Executive Office staff, including the President and CEO, Chief of Staff, and other executives in a dynamic, fast-paced work environment. The Executive Assistant manages administrative processes to maximize productivity, oversees calendars and scheduling, prepares correspondence and briefing materials, and handles logistics for meetings.
Efficiently managing and planning both the day-to-day and the strategic, longer-term operations of the Executive Office in a way that maximizes the productivity of the President/CEO and the Chief of Staff
Maintaining the calendars of the President/CEO and the Chief of Staff; coordinating conference calls and greeting in-person guests.
Making travel arrangements and creating meeting and travel itineraries for the President/CEO.
Assisting in researching and preparing materials/briefing documents for President/CEO.
Preparing agendas for monthly staff meetings, management team meetings and quarterly board meetings. Taking/organizing meeting notes and outlining items for follow-up.
Organizing logistics for board meetings, including room/conference call setup, catering, materials and responding to board member inquiries about travel, lodging, etc.
Screening and preparing routine correspondence for signature by the President/CEO.
Serving as primary liaison between board and staff; preparing board briefings & communications; maintaining bylaws, minutes and other records.
Coordinating research and preparing draft talking points for the CEO’s writings and speeches, as well as handling logistics for the CEO's participation in events.
Assist in managing the President/CEO’s relationships with high profile partners and funders, board members and government agencies/officials.
Skills and Qualifications – the successful candidate has:
5 years experience providing administrative support to executives/boards
Keen eye for important or timely details and connections
Ability to prioritize, anticipate needs, and confidently/proactively address issues/opportunities
Professional demeanor and excellent rapport when interacting with all levels of staff, board members, and external contacts
Ability to communicate effectively, both verbally and in writing
Ability to handle confidential and sensitive information with discretion
Sound decision-making skills, resourcefulness & ability to work independently
Strong computer skills with an emphasis in Microsoft Office Systems; PowerPoint skills a plus; experience with Asana, Confluence, DropBox or similar systems a plus
Commitment to diversity, equity, accessibility, and inclusion; interest in contributing to a workplace environment that values DEAI and is actively working to enhance DEAI competencies of staff
The American Alliance of Museums is committed to diversity, equity, accessibility, and inclusion and building a culturally competent staff. The Alliance is an equal opportunity employer and values a diverse workplace. To apply:
Submit a cover letter and resume to: email@example.com, using “Executive Assistant" in the subject line.
As part of your cover letter, please describe your experience providing administrative support to executives/boards and provide examples of the specific skills/strengths that you bring to this role. Limit your cover letter to no more than two pages.
Applications must be received by March 15, 2019 to receive full consideration. Submissions will be reviewed by our hiring team; if you are selected for an interview, we will contact you by email within three weeks of this deadline.
About American Alliance of Museums
The American Alliance of Museums, a 501(c)(3) non-profit organization, is a trusted leader, partner, and advocate for museums and works to build a field that includes dynamic and diverse individuals, institutions, and communities. With a budget of $10M, the Alliance provides leadership, advocacy, and service to its membership and the museum field, which includes a broad range of museums, from art museums to zoos. The Alliance is an equal opportunity employer and values a diverse workplace. For more information, please visit www.aam-us.org.