SFMOMA
Executive Assistant to the Museum Director
SFMOMA, San Francisco, California, United States, 94199
The San Francisco Museum of Modern Art is one of the largest museums of modern and contemporary art in the United States and a thriving cultural center for the Bay Area. We cannot imagine life without art; it inspires and connects us every day. Now more than ever, these connections matter and are aligned with our
values .Inclusive : We strive to be a museum of many voices in dialogue.Passionate : We believe working with art is more than a job or trusteeship - it's a way of life.Brave : We are committed to approaching our work with courage and a sense of adventure, always ready to explore new perspectives.Empathic : We aim to act like a person, not an institution.SFMOMA is a place for the infinitely curious to explore, support, and experience the art of our time. We believe that modern and contemporary art can influence the way we think, view the world, and embrace the many voices and perspectives around us. We aspire to foster an environment that elicits joy, nurtures a sense of belonging and purpose—where difference is seen as a strength, and every one is appreciated for their whole self.Schedule
: Full Time, 35 hours/week, approximately three days working onsiteThe Executive Assistant (EA) to the Museum Director partners with the Museum Director, Chief Philanthropy Officer, and Board of Trustees leadership on COT planning and initiatives, ensuring that the SFMOMA Trustee experience is fulfilling, meaningful, impactful, and mutually rewarding.The ideal candidate will have proven experience in a project or program management role, excellent oral and written communication skills, be self-motivated, highly organized with a strong attention to detail, expert administrative and meeting facilitation skills, and a gracious and professional demeanor. The EA handles confidential, sensitive, and/or critical information and requires a high level of discretion.Responsibilities & Duties
Executive SupportManages all aspects of the Director's calendar including negotiating competing high priority requests. Keeps Director on schedule and prepared throughout the day, including preparing and securing materials for all appointments, meetings, and events.Manages weekly meetings of the Director, Board Chair, and Board President, including additional stakeholders as needed.Reviews Director's correspondence and drafts responses on behalf of the Director when appropriate. Assists other Museum departments with correspondence prepared for the Director; reviews and ensures compliance with the Director's Office protocols and guidelines.Oversees Director's travel including arranging flights, cars, hotel accommodations, restaurant reservations, facilities scheduling and rentals, etc., for frequent international and domestic trips.Manages, prepares, and processes Director's travel budget, and all expense reports including credit card reconciliations.Manages the office of the Director, including phones, filing, routing mail, ordering supplies, and maintaining the Director's Office conference room.Researches, creates, edits, and supports the completion of materials such as PowerPoint presentations and agendas for the Director.Manages time off requests and timecard approval on behalf of the Director and their direct reports.Supports weekly Executive Team and ad hoc strategic breakout meetings through scheduling, preparation, and follow up, including attending and taking/distributing meeting notes.Supports Executive Committee, Board of Trustees, and ad hoc board/donor meetings through scheduling, preparation, and follow up, including attending and taking and distributing meeting notes.Acts as primary point of contact for the Museum's Executive Team and their assistants, and with the Museum staff at-large regarding meeting processes and protocols between staff and the Director's Office.Serves as representative of SFMOMA and Director's Office and fields inquiries from Trustees, staff, and external constituents. Communicates with grace and diplomacy while providing information and materials in a timely manner.Serves as the Director’s Office’s Communications Lead working closely other executive-team members.Director’s Office Project SupportProvides general support to Museum Director including meeting logistics, special event assistance, research, and coordination for cross-functional initiatives.Owns and/or leads other Director’s Office initiatives and projects needing project management and/or key cross-departmental coordination and timely communicationResponsible for Fisher Annual Report and Meeting; manages contributing staff toward timely submissions, drafts executive summary, edits final report and appendices, distributes to Fisher Art Foundation and Fisher family by November 30 deadline.Drives key strategic projects including, but not limited to, AAM Reaccreditation and Inclusive Design.Leads the annual development, rollout, and maintenance of the museum-wide operational Dashboard across intranet and internet websitesOwns and manages all resource and logistical coordination for Museum Director appearances and in-house events including, but not limited to, appearances at industry conferences, festivals such as the Aspen Ideas Festival Talk, SFMOMA Board Visits, and the Museums of Tomorrow event.Qualifications & Skills
Bachelor's Degree preferred, or equivalent work experience.Minimum of five (5) years of experience of executive administrative support.Extensive experience working in an Executive or C-Suite office in the non-profit or for-profit sectors.Previous project management experience, ideally managing trustee relations and/or engaging directly with executive-level stakeholders and VIPs on committees or special projects.Proficient with standard office equipment and current communications technologies and software, including Microsoft Office Suite especially Outlook and PowerPoint.Ability to work independently, use good judgment, and handle confidential information and sensitive situations with a high degree of discretion.Superior writing and interpersonal skills.Strong written and verbal communication to interact personably and effectively with individuals throughout the organization and with external contacts.Initiative to successfully manage daily tasks and special projects.Superb organizational skills with outstanding attention to detail.Prioritization to successfully support multiple concurrent tasks.Proficiency in taking and writing effective and concise meeting minutes.Experience with a CRM such Tessitura and/or
WordFly.com , a plus.$87,418 - $106,727 a year
Job posting open date:
8/22/24All jobs posted will remain open for at least five business days.We encourage both internal and external candidates to apply within the initial open posting period as the application close date may or may not be extended beyond that initial period. Applications will not be accepted after a posting has been closed.Location:
San Francisco, 151 3rd Street.Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.SFMOMA is an equal opportunity employer that is committed to diversity, equity, inclusion, and accessibility.
No person shall be discriminated against based on race, color, religion, gender, gender identity, age, genetic information,ancestry/national origin, marital status, disability, medical condition, HIV status, sexual orientation, veteran/military status, and any other category protected by federal of state law.You may request reasonable accommodation if you are unable to or are limited in your ability to access job postings or provide additional information asked in the job posting.You can request reasonable accommodation by contacting the People Team at talent@sfmoma.org.
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values .Inclusive : We strive to be a museum of many voices in dialogue.Passionate : We believe working with art is more than a job or trusteeship - it's a way of life.Brave : We are committed to approaching our work with courage and a sense of adventure, always ready to explore new perspectives.Empathic : We aim to act like a person, not an institution.SFMOMA is a place for the infinitely curious to explore, support, and experience the art of our time. We believe that modern and contemporary art can influence the way we think, view the world, and embrace the many voices and perspectives around us. We aspire to foster an environment that elicits joy, nurtures a sense of belonging and purpose—where difference is seen as a strength, and every one is appreciated for their whole self.Schedule
: Full Time, 35 hours/week, approximately three days working onsiteThe Executive Assistant (EA) to the Museum Director partners with the Museum Director, Chief Philanthropy Officer, and Board of Trustees leadership on COT planning and initiatives, ensuring that the SFMOMA Trustee experience is fulfilling, meaningful, impactful, and mutually rewarding.The ideal candidate will have proven experience in a project or program management role, excellent oral and written communication skills, be self-motivated, highly organized with a strong attention to detail, expert administrative and meeting facilitation skills, and a gracious and professional demeanor. The EA handles confidential, sensitive, and/or critical information and requires a high level of discretion.Responsibilities & Duties
Executive SupportManages all aspects of the Director's calendar including negotiating competing high priority requests. Keeps Director on schedule and prepared throughout the day, including preparing and securing materials for all appointments, meetings, and events.Manages weekly meetings of the Director, Board Chair, and Board President, including additional stakeholders as needed.Reviews Director's correspondence and drafts responses on behalf of the Director when appropriate. Assists other Museum departments with correspondence prepared for the Director; reviews and ensures compliance with the Director's Office protocols and guidelines.Oversees Director's travel including arranging flights, cars, hotel accommodations, restaurant reservations, facilities scheduling and rentals, etc., for frequent international and domestic trips.Manages, prepares, and processes Director's travel budget, and all expense reports including credit card reconciliations.Manages the office of the Director, including phones, filing, routing mail, ordering supplies, and maintaining the Director's Office conference room.Researches, creates, edits, and supports the completion of materials such as PowerPoint presentations and agendas for the Director.Manages time off requests and timecard approval on behalf of the Director and their direct reports.Supports weekly Executive Team and ad hoc strategic breakout meetings through scheduling, preparation, and follow up, including attending and taking/distributing meeting notes.Supports Executive Committee, Board of Trustees, and ad hoc board/donor meetings through scheduling, preparation, and follow up, including attending and taking and distributing meeting notes.Acts as primary point of contact for the Museum's Executive Team and their assistants, and with the Museum staff at-large regarding meeting processes and protocols between staff and the Director's Office.Serves as representative of SFMOMA and Director's Office and fields inquiries from Trustees, staff, and external constituents. Communicates with grace and diplomacy while providing information and materials in a timely manner.Serves as the Director’s Office’s Communications Lead working closely other executive-team members.Director’s Office Project SupportProvides general support to Museum Director including meeting logistics, special event assistance, research, and coordination for cross-functional initiatives.Owns and/or leads other Director’s Office initiatives and projects needing project management and/or key cross-departmental coordination and timely communicationResponsible for Fisher Annual Report and Meeting; manages contributing staff toward timely submissions, drafts executive summary, edits final report and appendices, distributes to Fisher Art Foundation and Fisher family by November 30 deadline.Drives key strategic projects including, but not limited to, AAM Reaccreditation and Inclusive Design.Leads the annual development, rollout, and maintenance of the museum-wide operational Dashboard across intranet and internet websitesOwns and manages all resource and logistical coordination for Museum Director appearances and in-house events including, but not limited to, appearances at industry conferences, festivals such as the Aspen Ideas Festival Talk, SFMOMA Board Visits, and the Museums of Tomorrow event.Qualifications & Skills
Bachelor's Degree preferred, or equivalent work experience.Minimum of five (5) years of experience of executive administrative support.Extensive experience working in an Executive or C-Suite office in the non-profit or for-profit sectors.Previous project management experience, ideally managing trustee relations and/or engaging directly with executive-level stakeholders and VIPs on committees or special projects.Proficient with standard office equipment and current communications technologies and software, including Microsoft Office Suite especially Outlook and PowerPoint.Ability to work independently, use good judgment, and handle confidential information and sensitive situations with a high degree of discretion.Superior writing and interpersonal skills.Strong written and verbal communication to interact personably and effectively with individuals throughout the organization and with external contacts.Initiative to successfully manage daily tasks and special projects.Superb organizational skills with outstanding attention to detail.Prioritization to successfully support multiple concurrent tasks.Proficiency in taking and writing effective and concise meeting minutes.Experience with a CRM such Tessitura and/or
WordFly.com , a plus.$87,418 - $106,727 a year
Job posting open date:
8/22/24All jobs posted will remain open for at least five business days.We encourage both internal and external candidates to apply within the initial open posting period as the application close date may or may not be extended beyond that initial period. Applications will not be accepted after a posting has been closed.Location:
San Francisco, 151 3rd Street.Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.SFMOMA is an equal opportunity employer that is committed to diversity, equity, inclusion, and accessibility.
No person shall be discriminated against based on race, color, religion, gender, gender identity, age, genetic information,ancestry/national origin, marital status, disability, medical condition, HIV status, sexual orientation, veteran/military status, and any other category protected by federal of state law.You may request reasonable accommodation if you are unable to or are limited in your ability to access job postings or provide additional information asked in the job posting.You can request reasonable accommodation by contacting the People Team at talent@sfmoma.org.
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