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Executive Assistant

Job title: Executive Assistant
Contract type: Freelance
Location: Portland
Remote: No
Reference: 437315
Contact name: Shivani Sharma

Job description

24 Seven is partnering up with a large, popular art museum located in Portland, OR to help them find an Executive Assistant to join their team. This is a full-time hybrid position!

Job Overview:
The Assistant to the Director will support them with communication, prioritization, problem-solving and project management. This fast paced role is responsible for complex administrative support in a creative environment, helping to organize and support the curatorial, communication, business, operations and financial needs of the Director’s office.

  • Support the Director with the day-to-day business centering internal and external communication, organization, prioritization and project management.
  • Keeps “To Do” List, Staff Weekly Meetings, and Call Sheet up to date, including weekly review with the Director for prioritization.
  • Responsible for assisting with the special project management of core initiatives including 
  • Will organize and maintain key documents, monitor goals, timelines, and progress for assigned projects and keep up strong communication and transparency with all internal/external parties.
  • Scheduling meetings on behalf of the Director. Responsible for meeting preparation, including set up of materials and logistics. Takes minutes/notes as needed and follows up on action items in reasonable time.
  • Coordinate weekly internal cross-departmental meetings; Takes minutes/notes as needed and follows up on action items in reasonable time. 
  • Prepares and organizes visual and textual elements for presentations, internal communications, and meetings with the board of trustees and their committees.
  • Maintain and prioritize the director's calendar and coordinate internal and external list management with the Curatorial, Development, Communications and Membership teams.
  • Manage and track emails and correspondence for the Director; compile information for response / respond where appropriate.
  • Keeps project management documents up-to-date and organized, including but not limited to list management, tracking documents, budgets, one sheets, press releases, contact sheets, timelines, and runs-of-show for all projects, programs, special programs and initiatives.
  • Assists the Director during events, travel and external meetings by coordinating and managing logistics and prep.
  • Manages weekly budget approvals and expenses, prepares reports and submits requests on the Director's behalf.
  • Respectfully communicates with high-level trustees, prospects, supporters, artists, partners, government officials, curators, press contacts, and Museum staff on behalf of the Director.
  • Organizes and prepares for quarterly committee meetings, as well as subcommittee meetings.
  • Conducts research; works collaboratively to prepare special projects and proposals, as needed.
  • Handles mail, deliveries and phones.
  • Coordinates and manages the Director's domestic and international travel.
  • Upholds confidentiality and protects donor privacy by exercising discretion and adhering to all standards, equity practices, ethics, and privacy rights.
Institutional Responsibilities:
  • Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability.
  • Contribute to and support strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access.
  • Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
  • Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement. 
  • Promote equity and inclusion goals and have a “people first” mindset.
Required Knowledge & Skills:
  • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Anticipate needs and work proactively in a fast-paced environment with demonstrated experience in juggling multiple competing tasks and demands.
  • Position continually requires demonstrated poise, tact and diplomacy. Must be able to maintain the highest level of confidentiality and handle sensitive material concerning the organization and the Director’s role within the organization.
  • Must have excellent verbal and written communication and interpersonal skills and be able to interact and communicate with individuals at all levels of the organization.
  • Expected to work independently and as a collaborative member of the team, and will need to be flexible to the growing needs 
  • Strong computer skills, including Microsoft Office Suite, Google Workspace, social media platforms, and video conferencing platforms
Four years of progressively responsible administrative experience in arts, cultural, or other non-profit organizations is required; experience supporting senior staff strongly preferred
Expired job