Executive Assistant

The Amon Carter Museum of American Art is an Equal Opportunity Employer. As such, the museum pledges to provide equal employment opportunities without regard to race, color, age, religion, sex, sexual preference, national origin, disability, or status as a veteran. The museum conducts its recruiting and selection process in a manner meant to achieve the best possible match between applicants for positions and available openings. No walk-ins. The Amon Carter Museum of American Art campus is smoke-free.

The Amon Carter Museum of American Art seeks to hire an Executive Assistant to provide administrative support to the Director and Board of Trustees, to serve as the administrative counsel to the management team of the institution, and to assist the Director in plans to achieve museum goals. The incumbent will confer with the Director on numerous issues and interacts extensively with the staff, Trustees, and patrons.

The ideal candidate will have a talent for managing scheduling, special projects, and travel arrangements for the Director and Trustees, and knowledge of the tools to manage electronic calendars, correspondence, detailed itineraries, and presentations.

REQUIRED SKILLS INCLUDE:

• Proven executive support skills or experience providing administrative project management in a fast-paced office environment with dynamic staff interaction
• Excellent skills composing, formatting, and accurately producing a variety of correspondence, reports, meeting minutes, and other records using MS Office
• B.A. degree, knowledge of art terminology helpful
• Proficient in English grammar, spelling, and composition
• Excellent oral, written, and interpersonal communication skills
• Ability to coordinate meetings organized by the Director’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 with the Museum Events Manager
• Knowledge of museum Board governance, bylaws, and record keeping requirements for accreditation and issues applicable to not-for-profit business preferred
• Ability to prioritize and coordinate multiple projects
• Knowledge of administrative policies and procedures; supervision of admin support a plus
• Accuracy, keen attention to detail, and ability to perform routine tasks timely is essential
• Experience with budget planning and preparation

WE ARE SEEKING A CANDIDATE WHO HAS:

  • Excellent Executive Assistant skills with at least 5 years of experience
  • Demonstrated ability to exercise confidentiality concerning business and personal correspondence
  • Proven ability to meet and deal effectively and discreetly with the public, Trustees, and staff
  • Good judgment and patience in challenging situations
  • Demonstrated ability to take initiative, resolve problems, and set priorities
  • Thorough knowledge of current office practices, procedures, and equipment
  • Proficiency with MS Office, Outlook, and Power Point
  • A strong work ethic and high level of personal initiative and energy
  • Satisfactory background and drug screen results

THE JOB WILL PROVIDE:

  • A unique and energetic workplace surrounded by American art, located in the Fort Worth cultural district
  • An opportunity to make a difference through a non-profit organization serving our local community through art
  • A connection with a staff and community passionate about fine art
  • Competitive salary commensurate with experience
  • A satisfying working environment
  • A comprehensive package including medical, dental, and retirement benefits

RESPONSIBILITIES

  1. Provide administrative support to the Director and the Board of Trustees. Confer with the Director on numerous issues.
  2. Maintain museum organizational records and official documents; articles of incorporation, bylaws, accreditation certificates, etc.
  3. Assist Director in gathering information and writing for special projects. Coordinate special projects related to institutional priorities, such as museum governance and strategic planning.
  4. 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.
  5. Coordinate Trustee orientation sessions annually and assemble relevant materials.
  6. Manage the daily scheduling, projects, and travel arrangements for the Director and Trustees including keeping electronic calendars, producing correspondence, detailed itineraries, and assisting with special projects.
  7. Assist with the overall budget process acknowledging institutional priorities. Prepare and monitor budgets for the Board and Director.
  8. 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.
  9. Interact closely with the Board Development Committee and the Director of Development with efforts related to museum fundraising (including periodic special campaigns) and donor relations. Organize donor interaction with the Director.
  10. Advise on arrangements and preparations made by Events, Membership, Development, Security, and Facilities staff for events and museum-sponsored functions.
  11. Participate in regular meetings of the Management Committee.
  12. Supervise and train department administrative assistants as needed.
  13. Maintain confidentiality of museum and sensitive information; other duties as requested.

Salary and benefits competitive. Send résumé, references, portfolio, and salary history to HR Manager, 3501 Camp Bowie Blvd., Fort Worth, TX 76107; fax (817) 665-4315; human.resources@cartermuseum.org. EEOC. The Amon Carter Museum of American Art is committed to building a culturally diverse staff and is an Equal Opportunity Employer. Qualified minority candidates are strongly encouraged to apply.