Executive Assistant, Director’s Office at The Brooklyn Museum
Job Title: Executive Assistant, Director’s Office
Job Status: Full-time
Location: Brooklyn, NY
Salary: $74,298-$85,225
The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art, history, and heritage. Our mission is to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections, exhibitions, and programming is the core of who we are and what we do.
We are committed to creating and cultivating a community of talented, passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.
About the role
The Brooklyn Museum is looking for an organized and efficient Executive Assistant (“EA”) to support the Director. This is a critical position, ensuring that the Director is able to execute an ambitious vision and strategy by optimizing the calendar and workflows. The EA is the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Director inclusive of Board of Trustee and donor communications. The EA also serves as an internal liaison to senior management teams, supports executive outreach and external relations, and oversees special projects as needed.
The Executive Assistant represents the Director, and by extension the Museum, with professionalism, discretion, and warmth. The best candidate for this role is a thoughtful, proactive, and gracious communicator. They possess deep emotional intelligence, good judgement, and a collaborative spirit. The candidate holds strong written and oral communication skills and has a knack for resourceful problem-solving. They understand the Director’s priorities and ensure her time is spent accordingly. In addition, the candidate for this job is passionate about the Museum, forward-thinking, and art-loving.
Responsibilities:
- Manage Director’s calendar, including meetings with high-level donors, artists, press, elected officials and industry leaders
- Prepare for meetings with agendas, briefings, notes, and post meeting summaries
- Work closely with the Chief of Staff and the Development team to align priorities, sequence meetings, and maintain a balanced schedule
- Implement sophisticated calendar management techniques including time blocking, buffer scheduling, and priority-based appointment setting.
- Anticipate and resolve potential schedule conflicts proactively
- Serves as the gatekeeper for the Director’s time, making judicious decisions about which meeting requests to accept, decline, delay or delegate.
- Coordinates seamless calendar integration across multiple platforms to ensure the Director can access appointment details across devices
- Manage Director’s email inbox, flagging priority communications, responding to routine inquiries, and filtering spam.
- Drafts daily communications for the Director’s immediate attention including thank you notes, stewardship notes and organizational updates.
- Initiate drafts of speeches or other text requested by the Director and manage the timely review and approval of such pieces
- Maintain up-to-date contact information and donor correspondence in Tessitura, the Museum’s fundraising database.
- Support the Director in cultivating strong relationships with the Board of Trustees and major donors through excellent communication and hospitality.
- Coordinate with the Development Team to manage outreach to VIPs, influencers, and artists for Museum events, openings, and the annual gala.
- Staff the Director at key events, track guest interactions, and assist with follow-up communications.
- May assist in planning and supporting board trips, both domestic and international.
- Act as concierge to Director’s Office, warmly welcoming guests and setting up amenities and food service for engagements as needed
- Identify and implement improvements to increase efficiency in Director’s Office operations
- Books all travel arrangements and creates detailed itineraries for the Director to ensure ease of travel
- Supports management of office budget and financial reconciliations, including processing the Director’s invoices and credit card statements
- Coordinate with IT, Facilities, and Security departments to ensure seamless office functionality
- Establish and maintain filing systems (physical and digital) and records management protocols for the Director’s Office
- Assist as needed with museum wide events, supporting the Chief of Staff and the Chief Operating Officer / Chief Financial Officer.
Required:
- A minimum of 5 -7 years of experience directly supporting C-suite executives and managing complex office logistics
- CRM/ database proficiency- ability to generate reports, analyze data, and keep organized systems
- Expert in Microsoft Office Suite (Word, Outlook, Excel) and Outlook calendar capabilities and scheduling in particular
- Attention to detail and dedication to improving systems and processes
- A resilient and proactive mindset, with the ability to maintain composure and perform effectively under pressure.
- Ability to manage upward, prioritize competing demands, and maintain strict confidentiality
- Attention to detail and a strong personal work ethic
- Impeccable communication skills (oral and written)
- Cheerful, professional demeanor with a focus on excellent customer service
- Demonstrable passion for the Museum’s mission and innovative programming
- Candidate is tech-savvy and enjoys using technology to make systems and processes more efficient
- Experience with Customer Relationship Databases (CRM), Tessitura preferred
Reports to: Chief of Staff
Position type: Full-time
Union status: Non Union
FLSA status: Exempt
Salary: $74,298-$85,225