Executive Assistant Job at Seattle Art Museum in Seattle

Executive Assistant

Seattle Art Museum

ABOUT THE ROLE

The Executive Assistant provides effective and confidential administrative support to the Director and supports the museum’s administrative operations.

FLSA Status: Full Time, Exempt
Reports To: Illsley Ball Nordstrom, Director and Chief Executive Officer
Compensation: $80,000 – $90,000/year
Work Location: SAM Downtown

RESPONSIBILITIES

• Support the Director’s role through efficient management of the administrative office.
• Make, coordinate, and confirm appointments and meetings.
• Organize, prepare, and draft correspondence as assigned.
• Prepare, draft, and edit materials, reports, and agendas.
• Maintain comprehensive filing and office systems.
• Oversee, monitor, and personally coordinate travel arrangements.
• Organize logistics, plan, schedule, and prepare agendas for weekly Director’s Advisory meetings and other meetings at the Director’s direction.
• Organize and prioritize large volumes of email, calls, and other information.
• Ensure regular communication between the Director’s office and senior staff.
• Assist in compiling information for the Director’s personal annual budget, working with director and all appropriate parties.
• Monitor Director’s budget, code and process all invoices for payment, reconcile travel expenses.
• Plan and carry out special events as requested by the Director, including receptions, dinners, tours, and other events.
• Assist the Board of Trustees in CEO searches: maintain candidate lists, coordinate Search Committee activities, correspond with candidates, and arrange travel, hotel, itineraries and agendas.
• Support various Museum programs such as previews and special events by attendance and assistance with preparation, production, and/or arrangements.
• Provide back‑up support for Manager of Board Relations.
• Lead and manage internal, global calendar system.
• Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s work.

OTHER DUTIES

• Attend board meetings as directed by CEO.
• Contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service—creating positive, meaningful experiences for all visitors, every time.

REQUIRED QUALIFICATIONS

• Four years’ experience in a position with responsibility for office management, budget monitoring, complex project implementation, and direct support of a Manager, Administrator, or Executive Officer.
• Talent for communicating effectively and projecting a professional image when giving and taking information in writing, in person, and over the phone.
• High level of problem‑solving, customer service, and interpersonal skills with comfort interacting with a diverse population.
• Continual attention to detail in all aspects of the Director’s business and superior proofreading skills.
• Demonstrated ability to work professionally and tactfully and to represent the Museum with integrity and professionalism.
• Proactive, strategic, and professional verbal and written communication, with an ability to tailor communications according to audience.
• Successfully assess priorities, work well with deadlines, and strong problem‑solving skills.
• Exercise discretion in maintaining confidentiality of sensitive information.
• Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research.
• Ability to pass and maintain a security background check clearance.

PREFERRED QUALIFICATIONS

• Experience working with high‑profile executives, donors, and trustees.

BENEFITS

Benefits include a fully employer‑paid HMP medical plan or an employee contribution PPO plan, dental, vision, and basic life insurance/LTD/AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance, and participation in SAM’s 403(b) retirement plan. After 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program annually. Additional benefits include paid time off for vacation, PSST, bereavement leave, and jury duty, 11 scheduled holidays, 1 paid floating holiday, a subsidized unlimited Orca card, onsite fitness facility, and an EAP. FT Staff also receive a Patron level membership to SAM, a Tier III membership to the American Alliance of Museums, and discounts to museum shop and programming.

WORK CONDITIONS

Exposure: Work areas are primarily inside, in a climate‑controlled environment with moderate background noise. Stationary work: Approximately 80% of time is spent at a desk; the remaining 20% involves moving around the work area. Occasional extended periods of standing may be required when facilitating or participating in Museum activities. Communication: Clear and effective verbal and written communication in English with trustees, the public, and co‑workers is necessary. Vision: Ability to effectively use a computer screen and interpret printed materials, memos and other paperwork. Office Work: Ability to effectively and regularly operate a computer, keyboard, telephone and other office productivity machinery, such as copy machines and printers, and to prepare and use paperwork, files, equipment and supplies.

ACCOMMODATION

If you need assistance applying for a role due to a disability or additional need, please let us know at hr@seattleartmuseum.org. The Seattle Art Museum will consider reasonable accommodations for employees with disabilities to perform the essential functions/duties of this position.