Executive Assistant to CEO Job at Uhalumni in Honolulu

Job Summary:
The Executive Assistant is responsible for providing high-level administrative support to the Director & CEO and serves as key liaison for the Board of Trustees. The Executive Assistant works on a wide variety of complex assignments of a critical and/or confidential nature and serves as a crucial communication link between the Director & CEO, the Board of Trustees, and internal and external stakeholders.

The Honolulu Museum of Art:
Opened in 1927, the Honolulu Museum of Art is a home for art and education created for the benefit of the entire community. Founder Anna Rice Cooke envisioned a museum that would bring people together through the power of art and “the deep intuitions that are common to all.” The museum was conceived of as a place of meaningful exchange and dialogue, celebrating the diverse artistic and cultural traditions of Hawai‘i’s multi-ethnic population. From this founding intention grew the museum of today, with a world-class encyclopedic collection of more than 55,000 works of art, representing a stunning breadth of places and eras, from all corners of the globe and from the ancient past to the present day.

To learn more about HoMA, please visit our website: https://honolulumuseum.org/about-us/

Minimum Qualifications:

• Bachelor’s Degree or combination of relevant education and work experience.
• Five years of executive assistant experience supporting C-suite executives.
• Strong organizational and time-management skills, with the ability to self-direct and prioritize while managing multiple projects and demonstrating superior attention to detail.
• Naturally warm, sincere, and positive manner with superb verbal and written communication skills.
• Ability to think ahead, take initiative, and anticipate the needs of the Director & CEO.
• Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and show superior judgment during emergency situations.
• Professional demeanor with excellent interpersonal skills and emotional maturity.
• Confidence interfacing with a wide variety of stakeholders including staff, donors, trustees, VIPs, artists, and community partners.
• Proficiency with Microsoft Office Suite and Adobe Acrobat. Eagerness and ability to learn other technology and software tools as required.
• Ability to work evening and weekend hours occasionally, as required by the Director and museum schedules.
• Honesty, integrity, enthusiasm, perspective, and a strong work ethic supported by commitment and follow-through.
• Ability to work within and support a diverse community of visitors, artists, and employees.

Desired Qualifications:

• 10 years of experience supporting C-suite executives in a museum or nonprofit organization.
• Knowledge of Board governance and best practices.
• Familiarity with Tessitura or other CRM/Ticketing databases.
• Experience in a museum environment or nonprofit organization with multiple sites and varying degrees of need.
• Understanding of Honolulu Museum of Art’s established identity and dedication to advancing it.
• Manages calendars to ensure that the Director & CEO is organized and that their time is leveraged wisely. Proactively prepares the Director & CEO for all meetings.
• Maintains a filing system for the Director & CEO and ensures materials are accurately maintained on OneDrive or as hard copy when necessary.
• Drafts correspondence and other materials on behalf of the Director & CEO.
• Makes travel arrangements for the Director & CEO and prepares detailed itineraries.
• Ensures smooth operation of meetings, both in-person and virtual, by providing necessary support services such as technology and refreshments. Develops meeting materials and takes minutes, tracking action items for the Director & CEO.
• Tracks expenses, completes reports, reviews invoices, processes reimbursements, and manages check requests for the Director & CEO.
• Crafts high-quality PowerPoint presentations on behalf of the Director & CEO for Board presentations, special talks, and lectures.
• Prepares the annual budget for the Director’s Office and monitors quarterly variances.
• Oversees the engagement of consultants for the Director & CEO, including contract administration and scheduling.
• Manages time off requests and timecard approvals on behalf of the Director & CEO for all direct reports.
• Manages special projects initiated by the Director & CEO as needed.
• Provides administrative support to the Museum Leadership Team as required.

Board Relations:

• Acts as the primary administrative liaison to the Board of Trustees, fostering positive relationships and enhancing organizational effectiveness.
• Schedules all Board and Committee meetings, ensuring proper attendance.
• Prepares meeting agendas, materials, and presentations in consultation with the Director & CEO and the Museum Leadership Team.
• Coordinates logistical and resource needs for Board meetings, including room reservations, parking, A/V setup, and catering.
• Composes all Board and Committee meeting minutes.
• Drafts Board resolutions and by-law amendments as needed.
• Coordinates trustee orientations to familiarize new trustees with HoMA.
• Responds to special trustee requests, including assisting with RSVPs for events and programs, booking parking, arranging special tours, and facilitating other personalized assistance as needed.

General Administration:

• Anticipates and addresses various administrative needs, remaining flexible and maintaining a positive and professional demeanor.
• Receives, screens, and directs visitors and incoming telephone calls, determining priority and troubleshooting as necessary.
• Maintains seamless operations in the Director’s office, ordering and requisitioning office supplies in a timely manner and consulting with IT to resolve phone, computer, and printer issues.
• Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others at all times, continuous training, and modeling inclusive behaviors.
• In partnerships with HR, supports the leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff.
• Performs other tasks and duties as assigned.

Contact Information

Contact: Sharon Stillman, Honolulu Museum of Art
Email: [email protected]
Phone: (808) 237-5223