The Amon Carter Museum of American Art seeks a full time Executive Assistant to provide administrative support to the COO, Deputy Director, and Board of Trustees. This position also serves as the administrative counsel to the leadership team of the institution and assists the COO in coordinating plans to achieve museum goals.
· Provide administrative support to the COO, Deputy Director, and the Board of Trustees.
· Maintain museum organizational records and official documents; articles of incorporation, bylaws, accreditation certificates, etc.
· Assist COO in gathering information and writing for special projects. Coordinate special projects related to institutional priorities, such as museum governance and strategic planning.
· Provide ongoing support through extensive interaction with the Board of Trustees; produce and distribute required notices, agendas, and annual and special reports for the meetings including executive summaries, periodic reports to Board, and other communications.
· Coordinate meetings of Board Committees; Executive, Acquisitions, Development, Audit & Finance, Building and Grounds, Nominating, ad
hoc committees, and other standing committees—and maintain meeting minutes, records, and bylaws; ensure accuracy and completeness of materials. Plan Board dinners and other meals needed for the Board Meeting.
· Coordinate Trustee orientation sessions annually and assemble relevant materials.
· Manage the daily scheduling, projects, and travel arrangements for the COO, Deputy Director, and Trustees including keeping electronic calendars, producing correspondence, detailed itineraries, and assisting with special projects.
· Assist with review and editing of outgoing correspondence produced by other departments; assist Public Information, Membership, Development, and Events staff with maintenance of invitation and mailing lists.
· Interact closely with the Board Development Committee and the Director of External Affairs with efforts related to museum fundraising (including periodic special campaigns) and donor relations. Organize donor interaction with the Executive Director.
· Advise on arrangements and preparations made by Events, Membership, Development, Security, and Facilities staff for events and museum-sponsored functions.
· Participate in regular meetings of the Leadership team. Maintain meeting calendar, notes, and agendas.
· Assist Executive Director with calendar coordination and travel arrangements.
· Maintain confidentiality of museum and sensitive information; other duties as requested.
Skills and Requirements
· Knowledge of museum Board governance, bylaws, and record-keeping requirements for accreditation and issues applicable to not-for-profit business preferred
· Strong proficiency with MS Office, Outlook, Power Point, Word, Excel
· Excellent oral, written, and interpersonal communication skills
· Thorough knowledge of current office practices and office equipment; knowledge of administrative policies and procedures; supervision of administrative support a plus
· Demonstrated ability to exercise confidentiality concerning business and personal correspondence; proven executive support skills or experience providing administrative project management in a fast-paced office environment with dynamic staff interaction
· Ability to coordinate meetings organized by the COO’s office and Board of Trustees to include scheduling new Trustee orientation sessions, standing committee and Trustee meetings, assembling meeting materials and communicating AV needs, refreshments and catering as needed.
· Proficient in English grammar, spelling, and composition; excellent skills composing, formatting, and accurately producing a variety of correspondence, reports, meeting minutes, and other records using MS Office.
· Accuracy, keen attention to detail, and ability to perform routine tasks timely is essential
· Proven ability to meet and deal effectively and discreetly with the public, Trustees, and staff
· Good judgment and patience in challenging situations; ability to take initiative in appropriate ways and deliver effective support
· A strong work ethic and high level of personal initiative and energy
· Ability to prioritize and coordinate multiple projects
· Excellent Executive Assistant skills with at least 5 years of experience
· B.A. degree, knowledge of art terminology helpful
· Experience with budget planning and preparation
· Satisfactory background and drug screen results
Email letter, resume and references to firstname.lastname@example.org or send to Human Resources, 3501 Camp Bowie Blvd., Fort Worth, TX 76107 or fax (817) 665-4315. EEOC. No walk-ins.