Executive Assistant to the Director at the Jewish Museum

Job Title: Executive Assistant

Job Status: Full-Time

The Jewish Museum:

The Jewish Museum serves people of all religious, cultural, and ethnic backgrounds through world-class art exhibitions ranging from ancient to contemporary. Founded in 1904 and located on New York City’s Museum Mile, the Jewish Museum aspires to be the global leader at the center of Jewish culture. The Museum maintains a unique collection of nearly 30,000 works of art, ceremonial objects, and media reflecting the global Jewish experience over more than 4,000 years. The Museum’s thought-provoking, innovative, and intellectually stimulating exhibitions and education programs serve a wide range of audiences, including families, teens, students, educators, and visitors with disabilities. As an identity-based institution, the Museum plays an important role among cultural institutions, challenging all forms of bigotry and discrimination and promoting understanding among wide audiences. The Jewish Museum invites applicants of all backgrounds to consider joining the Museum in its work. The Jewish Museum is committed to creating an inclusive and welcoming environment for all and to promoting a positive work culture that celebrates difference, challenges prejudice, and ensures fairness. Integrity, collegiality, and excellence are central to the Museum’s values. These values, along with an institution-wide commitment to Diversity, Equity, Access & Inclusion (DEAI), are embedded in the Museum’s strategic plan and will be the focus of a comprehensive DEAI action plan.

The Position:

This key position provides critical support and project coordination for the Museum Director. The Executive Assistant to the Director will oversee and help coordinate all daily activities for the Director’s Office, and function as its primary administrative support. The individual in this position will be responsible for facilitating communications between the Director and Trustees, senior leadership, staff, external constituents, often working in tandem with the Chief of Staff. The Executive Assistant will also provide administrative support for Board and governance-related issues and work on special projects originating from the Director’s Office. The ideal candidate will be able be able to function effectively in a very fast-paced office with little supervision, exercise strategic thinking and independent judgement as needed, and handle projects with a can-do attitude with superior results.

Responsibilities Include:

• Oversight and execution of day-to-day operations of the Directors Office.

• Schedules and maintains a complex executive calendar; heavy external and internal calendar management requiring interaction with executives, assistants, Board members, donors, staff members, and consultants.

• Ability to prioritize and resolve all scheduling conflicts, including but not limited to group meetings, retreats, VIP visits, and tours.

• Regularly reviews daily, weekly, and monthly scheduling priorities with Director and coordinates all briefing materials and participation; may attend meetings and take meeting minutes as requested.

• Serves as staff liaison to the Board of Trustees. Schedules and organizes committee meetings, implements all communications with the Board and various advisory committees; organizes all Board and Executive Committee meetings including coordinating and running virtual presentations.

• Coordinates highly detailed plans for Director’s local, national, and international travel itineraries, and provides support during travel; post-travel documentation and travel expense report processing.

• Oversees general Director’s office inbox/ fielding/answering all routine and non-routine questions, while working in cooperation with other departments; drafts correspondence as needed; screens and logs phone calls.

• Acts as a project manager for special projects at the request of the Director: this may include planning and coordinating presentations; disseminating information; maintaining special mailing lists and coordinating direct digital mailings for specific and generalized outreach from the Director’s office; provides critical assistance with coordination of invitations, attendance tracking and various logistics.

• Coordinates special events, lunches, dinners, receptions and tours for the Director’s Office, major donors, and VIPs.

• Maintains hard copy and electronic filing systems and records for the Executive Office. • Maintains Director’s Office budget, including check requests, expense account reimbursements, and tracking credit card expenses.

• Provide supervision to 1 part-time administrative assistant.

Requirements:

• Minimum 5 years of experience in an executive assistant position reporting to a senior executive, preferably in a museum setting or related arts and culture organization.

● Excellent organizational, time management, and written and verbal communication skills. Must be detail oriented.

● Ability to communicate with diplomacy, discretion, and tact with museum donors, colleagues in the museum community, and other VIPs who communicate with the Director’s Office.

● Ability to establish and maintain positive and effective working relationships with museum staff at all levels.

● Willingness to handle clerical as well as major administrative responsibilities.

● Knowledge of Jewish culture and /or religion is helpful but not essential.

● Fluency with Microsoft Office, Keynote, Zoom, Salesforce preferred.

● Must be fully vaccinated against COVID-19 with a Centers for Disease Control (CDC) or World Health Organization (WHO) authorized vaccine (or approved for an exemption as a reasonable accommodation due to a qualified disability or sincerely held religious belief or other legal basis)

How to Apply:

Send Resume with Cover Letter To: Director, Human Resources The Jewish Museum 1109 Fifth Avenue New York, NY 10128 Email: jobs@thejm.org

The Jewish Museum is committed to diversifying its staff and encourages individuals of all abilities and ethnic, racial, and religious backgrounds to apply for this position. The Museum is an equal opportunity employer and does not discriminate on the basis of any protected characteristic prohibited by applicable law.