Position: Executive Assistant and Board Administrator
Reports to: Executive Director
Department: Museum & Business Services
Position Type: Full-time, Salaried, Exempt
Salary Range: $40,000 – $48,000 DOE
Summary of Position
The Executive Assistant is responsible for ensuring the smooth day-to-day operations of the Director’s Office. This includes serving as the primary liaison to the Board of Trustees and supporting the Executive Director in her role as Chief Fundraising Officer. This position requires exceptional organizational and communication skills, along with a calm-under pressure demeanor, given the fast-paced environment of the Director’s Office.
This position works closely with all museum departments and provides support for the Executive Director working with Trustees, donors, staff, volunteers and key community members and thus requires an exemplary level of professionalism.
Regular museum office hours run Tuesday through Friday from 8 a.m. to 6 p.m., though this position requires a flexible schedule. The Executive Assistant is expected to monitor their TAM emails during non-work hours and respond as necessary. Additionally, the Executive Assistant may attend evening and weekend events as the event and Board schedule requires.
Specific Duties and Responsibilities
Director’s Office Support (20%)
- Represent and communicate effectively on behalf of the Executive Director;
- Manage Executive Director’s calendar, including travel arrangements and expense reports;
- Manage Executive Director’s correspondence and other written materials as well as presentations, including drafting documents on her behalf;
- Create and manage itineraries for major museum events;
- Work independently on high-level projects as assigned by the Executive Director.
Board/Volunteer Support (70%)
- Serve as primary staff liaison to the Board and it’s Committees;
- Develop trust and rapport with Trustees and Committee members through regular in person, phone and email communications;
- With the Executive Director create, update and distribute materials for Board meetings, Committee meetings and other Trustee functions;
- Review, compile and edit all materials sent to the Board and Committees;
- Draft talking points for Executive Committee , Board Governance, and Board meetings;
- Plan and coordinate annual orientation for new Trustees;
- Manage volunteer program including the board of trustees and administrative volunteers
Assist with the planning and setup for Board-related events, both onsite and offsite, including the Board Retreat;
- Prepare and setup for Board and Committee Meetings, including tracking RSVP’s for a quorum. Attend Board and Committee Meetings and take minutes;
- Maintain Board and Committee rosters and schedules.
- Maintain Board policies, update as needed, and serve as the “expert” on the By-Laws.
- Track annual calendar of organizational membership and subscription renewals.
General Administrative Support (5%)
- Serve as staff point person for all significant correspondence;
- Manage office supply inventory and ordering;
- Manage and coordinates service of general office equipment;
- Assist in responding to survey requests in the museum field;
- Maintain TAM’s contracts with other organizations
- Associates or Bachelor’s Degree from an accredited college or university. Knowledge of art history or fine arts preferred.
- Experience providing support to senior or executive level staff highly desired.
- Excellent oral and written communication skills, effective problem-solving, flexibility and sense of humor.
- Proven track record of attention to detail and organizational skill in a fast-paced environment.
- Must be willing to work flexible hours, including nights and weekends for special events.
- Must be a self-starter, with a demonstrated ability to prioritize and see tasks through to completion. Must be able to manage multiple projects/tasks and remain calm under pressure.
- Ability to work independently, exercise initiative, and use discretion when handling confidential/sensitive information.
- Service-oriented with excellent relationship management skills. Courteous, personable and flexible; able to deal effectively and sensitively with a wide range of people. Exhibits an awareness and sensitivity to cultural and other differences when working with representatives of public and private organizations, volunteers, vendors, museum staff and the general public.
- The qualified candidate must possess a compatible commitment to the museum brand personality: smart, dynamic, innovative, passionate, civic-minded, gracious, approachable.
- Proficient in Microsoft Office applications. PowerPoint knowledge desired.
Travel, Working Conditions, and Physical Environment
This position is subject to indoor environmental conditions typical to a professional office setting. The essential physical requirements of this position include:
- Continuously exchanges information through listening and talking with funders, staff, volunteers and individuals in the community;
- Frequently stands, walks, sits, and climbs in performing duties and in traveling to off-site meetings;
- Frequently reaches and grasps in using telephones, computers and in general operations;
- Frequently lifts and carries up to 5 lbs. of paperwork, files, and materials; occasionally lifts and carries up to 20 lbs. of event materials;
- Frequently to occasionally perform close work while updating files, reading program information and using computer;
- Negligible local travel, less than 10% of work hours.
- Please email a succinct cover letter and resume to HR@TacomaArtMuseum.org.
- Include “EA/: First Name Last Name” in subject line.
- No phone inquiries, please.
Open until filled.
Tacoma Art Museum is an Equal Opportunity Employer
Tacoma Art Museum strongly encourages applicants from members of groups underrepresented in careers related to museums and the visual arts.
About Tacoma Art Museum
Tacoma Art Museum is a public-spirited institution with nationally recognized exhibitions and innovative educational programs. Named by USA Today as one of the “Top 10 Great Places to See Art in Smaller Cities,” the museum has developed a reputation for presenting art in a thought-provoking yet accessible manner with a strong commitment to Northwest art through its acquisition and exhibition programs. Founded in 1935, the museum has strong roots in the community and anchors Tacoma’s lively downtown university and museum district.
Completed in November 2014, an additional $15.5-million building project has added approximately 16,000 square feet, and houses the Haub Family Collection of Western American Art. This collection establishes TAM as the only major museum of Western American art of this caliber in the Northwest. It also enables the museum to fully explore the art history of the West while integrating its Western and Northwest collections.
Another significant gift announced on January 14, 2016 is the gift of the Rebecca and Jack Benaroya Collection. The Benaroyas carefully assembled over their 70 years of marriage a collection that includes Northwestern and international studio art glass along with important paintings and sculptures by renowned regional artists. The gift, announced on Mrs. Benaroya’s 93rd birthday, includes a contribution for the construction of a new 7,390 square-foot gallery addition in which to present the collection. The new wing has been designed by award-winning architect Tom Kundig of Seattle-based Olson Kundig and opened in January 2019.
It’s an exciting time to be a part of the Tacoma Art Museum family!
Located in the beautiful Pacific Northwest, Tacoma is known as the City of Destiny, a city that has always marched to the beat of its own drum. Close enough to Seattle to take advantage of everything a major metropolis offers, Tacoma is its own distinctly unique and actively engaged community with a clear love of the arts.
Diverse individuals and families continue to invest in Tacoma for its charming historic neighborhoods, schools, parks, waterfront, and amenities. You’ll find the beaches and forests of Puget Sound ideal to bike, run, hike, and paddle – including the nearby Mount Rainier. In addition to sports, theater and other cultural offerings, Tacoma is home to a growing restaurant and pub scene that’s made national press. The thriving Tacoma Museum District lines the downtown core and showcases some of the nation’s best collections. Tacoma is a great place to call home.