Executive Assistant to the Deputy Director of Engagement at the Brooklyn Museum

Job Title: Executive Assistant

Job Status: Full-time

Salary: $58,500

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Description

The Executive Assistant will join the Deputy Director of Engagement to support the new Engagement division. Engagement is a multi-faceted team—including staff in digital communications, graphic design, marketing, merchandising, public relations, and visitor experience—that is responsible for leading the institution’s audience engagement strategy with a focus on digital initiatives. The Executive Assistant is a detail-oriented team player with high organizational capabilities who coordinates a variety of administrative and office procedures. An ideal candidate also understands the importance of being part of a unified team, and as such is a thoughtful, proactive, and gracious communicator when working with Museum staff, our Board, and all our external stakeholders.

Responsibilities:

• Manage the daily calendar for the Deputy Director of Engagement, including scheduling and preparing for meetings, managing calls, and following up on meeting needs
• Assist with the production of reports and distribute them to staff, trustees, and advisors
• Coordinate meetings with staff, Board members, and external partners, and manage related tasks including reserving rooms, recording meeting minutes, preparing agendas, and distributing advance meeting materials in advance to participants
• Interface with a variety of key stakeholders, including Trustees, government officials, and donors
• Plan logistics for programs and guest visits, including information sessions, new hire orientations, and staff workshops
• Assist the Deputy Director with tracking and reporting progress on engagement goals across the institution
• Coordinate special initiatives and projects, from research to implementation
• Submit work orders for office-related operations, and order and organize office supplies
• Collaborate with Museum staff on projects and events
• Process monthly expense reports and invoices, approve wires and purchase requests, and monitor budgets
• Create, manage, and track purchase orders and payments
• Liaise with facility operations, including custodial, catering, and security services

Requirements

Qualifications:
A successful candidate will meet many of these requirements, and have the desire and capacity to learn the rest on the job.

• Bachelor’s degree or one or more years of related professional experience in administrative work
• Experience as an administrative assistant for senior management, ideally in an arts and/or nonprofit environment
• Proficiency in Microsoft Office (particularly Outlook calendar scheduling) and Google Suite
• Aptitude for maintaining and creating systems, as well as strong data organization and reporting abilities
• Ability to thrive in a fast-paced, entrepreneurial environment that is mission-driven, results-focused, and community-oriented
• Passion for the Museum’s nonprofit mission and innovative programming
• An interest in expanding inclusive practices
• Strong technology skills and general computer literacy
• Excellent verbal and written communication skills