Executive Assistant & Office Manager

$75,000 - $75,000/Yr

Museum Of The City Of New York - New York, NY

Full-time - Mid Level

New York, NY

Museums, Historical Sites, and Similar Institutions

About the position

The Executive Assistant & Office Manager at the Museum of the City of New York plays a crucial role in supporting the Director/President and the executive team. This position involves managing the office operations, providing administrative support, and acting as a liaison between the President and various stakeholders. The role requires strong organizational skills, attention to detail, and a passion for the arts and culture of New York City, all while maintaining a high level of professionalism and discretion.

Responsibilities

• Provide comprehensive administrative support to the President, including calendar management, travel arrangements, and meeting coordination.
• Manage and screen telephone calls, mail, email, inquiries, and visitors, responding on behalf of the President as appropriate.
• Track and manage to-do lists for the President and Executive Team, ensuring timely completion of tasks.
• Welcome and manage onsite visitors and meeting arrangements.
• Prepare and organize materials for meetings, presentations, and events in print and digital formats.
• Draft correspondence, reports, and other documents as needed.
• Act as a liaison between the President and staff, board members, and external stakeholders.
• Oversee daily office operations to ensure a smooth and efficient work environment.
• Manage office supplies and vendor relationships, including procurement and inventory tracking.
• Develop and implement office procedures and policies to improve operational efficiency.
• Coordinate special projects and initiatives as assigned by the President.
• Manage time and expense reports for members of the executive team.
• Oversee the Director's Office budget and handle invoice payments.
• Create and maintain manual and electronic filing and archiving systems, adhering to institutional records-retention policies.
• Manage scheduling and notification of board and committee meetings.
• Prepare agendas, resolutions, and other documents for print and electronic distribution.
• Take meeting minutes and distribute them to appropriate stakeholders promptly.
• Coordinate logistics for meetings, including room bookings, conference call setups, attendance, and refreshments.
• Schedule Trustee orientations and events.
• Maintain Board of Trustee official records and archives.
• Assist with materials, preparation, and execution of fundraising initiatives such as symposia, galas, proposals, and reports.
• Take and distribute minutes of senior management meetings.
• Schedule and prepare materials as needed for staff meetings.
• Perform other duties and projects as assigned.

Requirements

• At least five years of experience in an executive assistant or board relations role, ideally in a fast-paced environment with high volume interactions.
• Strong organizational skills with the ability to manage multiple projects and priorities independently.
• Flexibility, adaptability, and ability to pivot based on changing needs.
• Diplomacy, tact, and the ability to manage relationships with various stakeholders.
• Collaborative mindset with excellent interpersonal skills.
• High level of professionalism, discretion, and ability to handle sensitive information with integrity.
• Experience in nonprofit organizations or museums preferred.
• Excellent written and verbal communication skills, with strong attention to grammatical accuracy.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook, Teams) and experience with project management tools.
• Familiarity with AV technology and web-based conferencing systems.
• Strong internet-based research skills.
• Experience with CRM or fundraising databases (e.g., Blackbaud Altru or Raiser's Edge) preferred.
• Attention to detail, with strong analytical and critical thinking skills.

Nice-to-haves

• Experience in nonprofit organizations or museums preferred.
• Familiarity with AV technology and web-based conferencing systems.
• Experience with CRM or fundraising databases (e.g., Blackbaud Altru or Raiser's Edge) preferred.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Short and long-term disability
• Critical illness insurance
• Accident insurance
• Legal services
• Pet insurance
• Generous paid time off policy including 12 sick days per year, 12 holidays, and vacation.