Executive Assistant, Director’s Office
(Full-time, permanent, non-union position)
At a time of rapid and strategic growth, the Brooklyn Museum is looking for a high-energy, organized, and hard-working team player to support the Museum’s Director. The Executive Assistant (“EA”) is an essential position, ensuring that the Director is able to execute an ambitious vision and strategy by performing highly every day. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Director. The EA also serves as a liaison to the Board of Trustees and senior management teams, organizes and coordinates executive outreach and external relations, and oversees special projects. The EA also coordinates, and works collaboratively with, the other assistant(s) in the Director’s Office, and liaises with the President/COO.
The EA must thrive in a fast-paced, entrepreneurial environment that is mission driven, results driven, and community oriented. She/he/they will provide attentive, intelligent, intuitive, and proactive support to the Museum’s Director, meeting deadlines and operating with a keen sense of balancing shifting priorities in a fast-paced setting. It is essential that the EA possess impeccable written and oral communication skills as well as strong and resourceful problem-solving and decision-making capabilities. The EA understands the importance of being part of a team that is unified with the Director at all times. The EA also deeply understands the importance of representing the Director, and therefore the Museum, and as such is a thoughtful, proactive, and gracious communicator with the Museum staff, Board, and all our external stakeholders. The successful EA is emotionally mature, exercises good judgment in a variety of situations, and knows to seek the Director’s counsel when needed in difficult situations. Attention to the highest levels of discretion, honesty, and professionalism is essential. In addition, she/he/they is passionate about the Museum, forward-thinking, and art-loving. Proficiency in MS Office Suite is required, and experience with databases is necessary.
- Managing the Director’s complex calendar, including scheduling and preparing for meetings, managing calls, and following up on meeting needs
- Interfacing with donors and other key Museum stakeholders
- Arranging and preparing for all of the Director’s travel
- Preparing correspondence, including daily thank-you notes, as well as drafting proposals and taking meeting minutes, among other related duties
- Leading Museum-wide internal communications
- Researching, prioritizing, and following up on incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature, and determining appropriate course of action, referral, or response
- Keeping the Director well informed of upcoming commitments and responsibilities every day
- Acting as a "barometer," having a sense for any issues that might be arising in the Museum environment and keeping the Director updated
- Conducting research and preparing materials as needed to prepare the Director and associated staff for meetings, travel, etc.
- Tracking projects and proactively preparing progress reports, and providing timely responses to inquiries; directing needed follow-up to keep key initiatives moving on behalf of the Director
- Initiating and drafting correspondence, documents, presentations, and communications, independently and on behalf of senior management
- Collaborating with department heads on projects and events, including Board of Trustees and Committee meetings as needed
- Carrying out other responsibilities including setting up lunch meetings in the Director’s Office when the Museum’s restaurant is closed, handling expense reports, managing contacts, and providing occasional personal assistance
- Maintaining the highest level of confidentiality, diplomacy, discretion, and good judgment, as well as a calm and cheerful demeanor
To apply: Please email your cover letter and résumé to firstname.lastname@example.org.