Executive Assistant

Studio Museum in Harlem

The Executive Assistant is responsible for providing a range of administrative support to the Deputy Director, Finance and Operations (DDFO). The Executive Assistant is a vital member of the Deputy Director’s Office as they manage the DDFO schedule, support fiscal operations, and liaise with other departments on projects, particularly those related to the construction of Studio Museum’s new building, and Institutional Planning initiatives.

Responsibilities
  • Management of DDFO calendars (and others as requested).

  • Booking of travel and professional development activities for DDFO.

  • Reviewing of DDFO mail/incoming correspondence, sorting, and filing as required.

  • Providing reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members.

  • Prepare correspondence and communications.

  • Complete research projects as required; analyze and assemble data for report preparation.

  • Provide assistance with mailings, correspondence, inquiries and other tasks regarding major donors and endowments.

  • Serves as a member of the project team, responsible for managing the internal building project timeline, and coordinating with external contractors.

  • Coordinate the Institutional Planning process with various staff and consultants.

  • Prepare board committee reports and presentations.

  • Maintain filing system and overall confidentiality levels associated with performing duties as assigned.

  • Miscellaneous administrative support as required (eg. Letters, presentations, correspondence, meeting preparation).

  • Taking of minutes at Board/Committee (committee meetings as required) meetings and completion of draft minutes within specified timelines.

  • Tracking of attendance, quorum, agenda item requests in accordance with established processes.

  • Organize corporate meetings; orchestrating conference calls, preparing presentations, catering requests and minute taking.

  • Other duties as assigned.

Requirements
  • Three to five years’ experience as an executive assistant.

  • One to three years’ experience in an office support role, preferably at a coordinator or equivalent level.

  • Post-secondary education in a related field is an asset.

  • Understanding of working with senior management, senior volunteers (Boards and/or Committees).

  • Strong attention to detail, accuracy and efficient organizer.

  • Excellent ability to communicate both verbally and in writing.

  • Excellent ability to build relationships with all staff.

  • Ability to discreetly handle sensitive and confidential information.

  • Ability to provide high level, priority management and calendar management support to executive management.

Salary

Salary is commensurate with experience within the guidelines of a small not-for-profit. Competitive benefits package is provided, including medical, dental, life and long-term disability insurance, retirement account, and substantial vacation.

How to Apply

The position is open until filled. Please submit a cover letter, resume and two writing samples to jobs@studiomuseum.org. Include “Executive Assistant, Deputy Director, Finance and Operations” in the subject line of your email. No phone calls or faxes, please.

The Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation or political affiliation.

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Posted on September 19