Executive Assistant to Museum Director

A prestigious museum located downtown NYC is looking for an Executive Assistant to the Managing Director. The role is 5 days in office. In this role, every day is different. A successful EA will have a yes oriented mindset, eager to tackle a range of challenges with a problem-solving approach to get the job done. The role acts as the Directors trusted partner, and will also work in close collaboration with, and report to theChief of Staff. There is longevity among employees and a collaborative culture.About the Job:Field requests from trustees and supporters, management team, public figures, government officials, dignitaries and visitors from around the globeManage the Directors calendar and to-do list to strategically prioritize their time and areas of focus amidst shifting needs and competing demandsBook travel arrangements including flights, hotels, ground transportation; obtain visas, passport renewals, or any other travel documents as neededManage expenses and reconcile and submit monthly expense reportsFollow-up on complex, dead-line driven projectsCoordinate internal and external meeting logistics, agendas, materials and communications, including booking space and ensuring appropriate set-up/tech requirements, catering and restaurant reservations, and confirming guests and attendeesEnsure the Director is adequately prepared for meetings, and is kept on schedule and on time (remarks, research briefings, and presentations)Draft and send correspondence as requested by the DirectorManage contacts across Outlook and CRM (currently Raisers Edge)Managing and organizing e files and archives related to the Directors officeServe as point of contact for museum visitors and guests of the DirectorManage Directors office vendor relationships including messenger/couriers, car service, caterers, florists, etc.Sort and reply to incoming mail and package deliveriesMaintain Directors office team supplies including maintaining the DO/Trustee room kitchenMaintain Directors invite lists for special eventsCoordinate with the COS on press releases, interviews and public appearances, crisis communication response plans, confidential announcements, trustee and donor updates, staffing changesEnsure timely correspondence from the Director including donor solicitations and acknowledgement letters, loan requests and appeals, contracts and agreements, decks and presentations, key art and marketing collateral, press releasesArrange exclusive site visits and on occasion serve as the representative for the Director in internal and external situationsSource and send thoughtful gifts and thank yous on behalf of the Director as neededScreen incoming phone calls delivering detailed, timely messages to the appropriate partiesAbout You:Minimum of 7 years of experience in a related support positionBA/BS from a college or university a plusExcellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)Dynamic and proactive comfortable in a fast-paced environment.Polished, professional demeanorProactive go-getter; no task is too big or too smallOutstanding communication skillsBenefits (medical, dental, vision), 403(B) plan, Life InsuranceHours: 10-6