The Museum of Contemporary Art (MOCA) is seeking an Executive Assistant to support a senior staff member in a highly creative and fast-paced environment. The Executive Assistant is responsible for the overall effectiveness and professionalism in relation to all areas across the institution, as well as for providing direct support. Primary responsibilities include prioritizing time and initiatives, managing and handling day-to-day operations and communications, and overseeing and executing projects. The Executive Assistant works in close collaboration with different museum personnel and senior management of the museum.
- Minimum of five years’ experience in progressively responsible administrative roles, preferably in arts, cultural, or other non-profit organizations.
- Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters.
- Excellent verbal and written communication and presentation skills.
- Demonstrated ability to proactively prioritize and manage time, juggle multiple duties and tasks, and meet deadlines.
- Track record of providing exemplary and effective support at the executive level, with a professional focus on and commitment to administrative excellence.
- Ability to maintain a highly professional, positive and flexible demeanor with rapid and shifting priorities.
- Proven organizational ability, accuracy, analytical skills, and high attention to detail.
- Knowledge of German or Chinese language desirable.
- Experience managing and supervising support staff and/or interns, and working productively and collaboratively with senior management staff.
- Tech savvy with strong computer skills, including a high degree of knowledge and proficiency in Google Suite, Word, Excel, PowerPoint, and social media platforms.
- Must have live-time dictation skills and wpm 90 and above.
- Accessibility and availability to work, as needed, outside of normal business hours in response to urgent and international schedules, and availability to frequently participate in evening and weekend museum programs and events.
- Bachelor’s degree in business, arts administration, or related field.
- Managing, prioritizing, and tracking mail and email.
- Typing, note taking, and creating follow up action items from various meetings.
- Tracking, planning, and coordinating calendar and meetings.
- Assisting and supporting museum events.
- Planning, booking, and coordinating all domestic and international travel.
- Submitting monthly expense reports and assisting in developing and tracking the department’s budget.
- Liaising with trustees, prospects, supporters, artists, government officials, celebrities, gallerists, curators, and press contacts.
- Facilitating cross-departmental coordination of projects and initiatives.
- Conducting research for artists and artist dossiers, and supporting the preparation of presentations and proposal, as needed.
While performing the essential functions of this job, the incumbent must be able to do the following: sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height; stand and walk for long periods of time. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate a computer and other office equipment required. Heavy usage of computers and phones required.
The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.
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