Executive Assistant, Chief of Staff and Deputy Director

 

 

POSITION SUMMARY

The Lucas Museum seeks an enthusiastic, detail-oriented, and strategic Executive Assistant to support the Chief of Staff and Deputy Director (CSDD). The Executive Assistant plays a key role supporting institutional priorities in a developing organization. The ideal candidate is nimble, highly responsible, trustworthy, and flexible. This position offers the opportunity to be engaged with diverse, dynamic teams, as well as external stakeholders and guests who will need high-touch engagement and communication.  

This position is responsible for confidential and time-sensitive materials and the management of the CSDD schedule, travel, and administration.  

The Executive Assistant is also responsible for the Chief Financial Officer’s (CFO) schedule and expenses.  

• Manages CSDD correspondence, calendar, scheduling, meetings, expenses, and all related requests and routing of items as appropriate. Considerable discretion and confidentiality and ability to prioritize in alignment with portfolio goals in vetting requests required 
• Manages CFO’s calendar and expenses
• Manages CSDD and CFO’s business travel, including reservations, itineraries, and scheduling meetings
• Manages processes for high-touch tours and ticket requests. Maintains calendar, coordinates with internal tour leads and staff, and ensures responsive and welcoming communication with guests so they feel the highest-level of care and attention to detail. Tracks engagement in Tessitura and updates records when appropriate
• Proactively manages and assists with scheduling and meeting logistics, including preparing for technical requirements, drafting agendas, ordering food, etc. 
• Drafts letters, talking points, and correspondence as assigned by CSDD
• Oversees and leads special projects, research assignments, and other duties as assigned

Analytical Rigor: Simplifies complex problems by using critical thinking to evaluate problems, gathering information, incorporating multiple perspectives, understanding causes, and identifying best-possible solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations. Adopts an audience-centric approach, understanding the needs of the audience and incorporating them, as appropriate, into the decision

Courageous Communication: Intentionally works well with others both on the team and cross-functionally to achieve individual, team, department, or organizational goals. Values diverse input and working with others as a way to achieve the best output possible

Collaborative Excellence: Displays courage when handling difficult conversations and genuinely and intentionally communicates. Relays key messages effectively, targeted to specific audiences. Identifies others' communication styles and perspectives, adjusting language and approach accordingly. Employs active listening to understand, rather than reply. Asks for, integrates, and values feedback from team, peers, and leaders

Adaptive Resilience: Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity 

Inclusive Interaction: Actively contributes to an environment in which all employees feel a sense of belonging, valued for their differences and empowered to participate and contribute freely

Working with People: Demonstrates an interest in and understanding of others; adapts to the team and builds team spirit; recognizes and rewards the contribution of others; listens, consults others, and communicates proactively; supports and cares for others; develops and openly communicates self-insight; impeccable integrity and ability to maintain confidentiality; excellent judgment; mature and polished professionalism and comportment with colleagues, general public and high profile individuals 

Delivering Results & Meeting Expectations: Focuses on candidate and staff needs and satisfaction; ability to work across the organization and assist other Executive/Administrative Assistants as needed; sets high standards for quality and quantity of personal work product; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals; self-motivated with high initiative and resourcefulness; ability to thrive in an entrepreneurial, creative, collaborative, and nimble environment 

Following Instructions & Procedures: Appropriately follows instructions; follows procedures and policies; keeps to schedules; is punctual for work and meetings; demonstrates commitment to the organization; complies with legal obligations requirements of the role. Superior attention to detail and accuracy; ability to understand and follows complex, detailed instructions 

• Bachelor’s degree from an accredited college or university required, preferably in art, art history, museum studies or closely related field 
• At least two (2) years prior administrative support experience required, preferably at the C-level, and/or start-up or arts institution environment 
• Development experience a plus 
• Competent and proficient knowledge of the Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint