Posted on December 5, 2012

print

Executive Assistant to the Director

Founded in 1825, the National Academy (www.nationalacademy.org) is the only institution of its kind that integrates a museum, art school, and association of artists and architects dedicated to creating and preserving a living history of American art. Modeled after the Royal Academy of Arts in London, the National Academy was established for the purpose of education and exhibition, and is committed to the promotion of American art and architecture. The Academy’s collection of over 7,000 nineteenth, twentieth, and twenty first century works form a unique survey of American art. The National Academy is located on Museum Mile in the Carnegie Hill district.

Position Summary

The Executive Assistant to the Director will be responsible for all aspects of administrative support to the director and will report to the director. The Executive Assistant is responsible for the effective coordination of the director’s activities, for positively representing the director internally and externally, and for handling details of a highly confidential and critical nature. The Executive Assistant must function proactively and effectively in a fast-paced environment.

Essential Responsibilities (include but are not limited to)

• Manage director’s calendar, including staff meetings, board and board committee meetings, membership meetings, prospect and governance events, and other internal and external commitments. Assume responsibility for participant meeting notification. Document meetings as directed and follow-up on any actions to be taken. Strategically plan and coordinate director’s schedule; identify issues to be addressed immediately as well as on a daily, short-term and long-term basis.
• Coordinate travel arrangements for director including making reservations and scheduling appointments.
• Review daily correspondence; prioritize and redirect to appropriate staff or board; prioritize correspondence for the director’s review and attention; provide follow-up as needed.
• Ensure director’s office files are well organized, maintained and up to date.
• Copy, collate and distribute materials as needed.
• Assist in the preparation, proofreading and editing of all correspondence issued by the director, as well as correspondence submitted by other departments for the director’s signature.
• Create various documents, reports, templates, and presentations using MS Word, Excel and PowerPoint.
• Coordinate the Abbey Mural and Ranger Fund projects.
• Work closely with staff on behalf of the director, including project coordination or assuming responsibility for specific projects.
• Greet and receive guests; arrange for food/refreshments for meetings with the director and for staff meetings.
• The typical work schedule is 9:00 AM to 5:00 PM Monday through Friday but flexibility is necessary due to important early morning or late afternoon/evening meetings.

Education and Experience

• Associate’s degree required.
• At least three years of experience as an administrative assistant/assistant to a senior staff person in a non-profit organization, with an arts related organization a plus.

Qualifications

• Works proactively, anticipating needs, conflicts and opportunities.
• Excellent writing and editing skills essential.
• Excellent verbal communication.
• Excellent inter-personal skill, poise, discretion and self-confidence.
• Ability to work independently, prioritize daily work, and multi-task with minimal supervision in a fast-paced environment.
• Possess a professional, courteous and approachable demeanor in all interactions with all constituents.
• Exceptional capacity for diplomacy and discretion and the ability to keep information confidential.
• Strong organizational, scheduling, management, follow-up and writing skills with the demonstrated ability to prioritize tasks and projects.
• Excellent attention to detail.
• Strong sense of responsibility and commitment.
• Skill in the use of Microsoft Outlook, Word, Excel and PowerPoint, and the internet.
• Flexibility to work in a dynamic and changing nonprofit environment.

Compensation: The Academy offers a competitive salary and benefits package.

Application Instructions

Please email cover letter and resume to Michael McKay, Director of Finance and Administration, at mmckay@nationalacademy.org Resumes without a cover letter will not be accepted. No phone calls, please. Only those candidates considered for an interview will be contacted.