Sr Executive Assistant

GENERAL PURPOSE STATEMENT

Reporting to the Nancy and Bob Magoon Executive Director, the Senior Executive Assistant is a member of the Executive Team, with a focus on improving efficiency and interdepartmental collaboration.They will work with the Executive Team to set and monitor objectives for staff members as part of the delivery plan. 

Major areas of assistance include: maintaining the executive schedule, overseeing the Director’s communications, arranging the Director’s travel, planning and organizing meetings and agendas, functioning as administrative representative for the Executive Director, Keeping the Executive Team up to date with all project reports in a timely fashion, and calling to attention any areas that need to be reprioritized or communicated. During busy times the SEA will also occasionally assist with personal  support for the ED as needed. 

REPORTING RELATIONSHIPS

The Senior Executive Assistant reports to the Nancy and Bob Magoon Executive Director and the Deputy Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administration

• Manages daily schedule and calendars for the Director, coordinates meetings with high level agendas produced 24 hours in advance


• Oversee the ED’s email inbox and draft emails on their behalf, ensuring all communications are handled in a timely manner and flagging certain communications when necessary


• Manages the ED’s travel and itineraries, including transportation, accommodations, meetings, gallery visits, and reconciling travel expenses.


• Meticulously coordinate the Executive Team’s meeting schedule and approved agendas to ensure efficient use of executive time


• Supports a busy executive team, with specific attention to actioning tasks, and relaying updates on various projects in a timely manner


• Actively participates in a fast-paced and highly collaborative environment, acting as a liaison between the Executive Team, museum departments, and staff as needed


• Assists with Director’s special projects, conducting research, actioning tasks, and presenting updates as needed


• Provide personal support to ensure the ED’s day runs smoothly, including occasional errands and meals

Relationship Management

• Support the Executive Team in the cultivation and maintenance of working relationships with community partners and museum supporters.


• Keeps the Development team informed of the Director’s patron and prospect meetings, ensuring timely follow-up to advance relationships


• Partner with the Director of External Affairs to coordinate the ED's involvement in donor cultivation and stewardship activities


• Review and prepare concise briefings for the Executive Director on all marketing materials prior to publication or distribution for final sign off 


• Support the cultivation of relationships with current and prospective sponsors by facilitating communication with the ED

Strategic Oversight

• Work collaboratively to develop and implement strategic vision across the organization


• Represent the ED’s perspective in regular planning meetings


• Ensure interdepartmental collaboration by coordinating communications between teams as needed


• Identify process improvements and efficiency opportunities, assisting in the development and implementations of organizational policies and procedures
  

Program Liaison

• Liaise with project managers to prepare comprehensive briefing materials for the ED before important meeting and events


• Ensure the Director remains fully informed on all program developments, 


• Stay informed of project timelines and key program milestones in close collaboration with project teams both on-site and externally


• Flag potential issues requiring director-level attention in a timely manner by coordinating regular check-ins with department heads to ensure alignment with the ED's vision


• Serve as ambassador for key organizational initiatives, representing the ED’s office in program-related communications

KNOWLEDGE, SKILLS, AND ABILITIES

• Bachelor's degree in business administration, arts administration, or related field required; advanced degree preferred


• 5-7 years professional experience in progressively responsible roles; executive-level support experience in cultural/nonprofit organizations is a strong plus


• Exceptional organizational skills with strong attention to detail and ability to manage multiple priorities simultaneously


• Outstanding written and verbal communication skills


• Proven ability to exercise discretion, maintain confidentiality, and demonstrate sound judgment


• Strong interpersonal skills with the ability to build relationships at all levels


• Proactive problem-solving capabilities with a solutions-oriented mindset


• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite


• Flexibility to occasionally work evenings and weekends as needed for special events or time-sensitive projects


• Professional demeanor with a service-oriented approach to supporting executive leadership

SALARY AND BENEFITS

The salary for this position is $100-105k annually. Aspen Art Museum offers a competitive package of benefits.

This is a salaried position requiring availability for weekend, day, evening, and holiday shifts. This position is exempt from the Fair Labor Standards Act and will not receive overtime pay for hours worked in excess of forty in a five-day workweek or over twelve hours per day.

LOCATION

This position is located in Aspen, Colorado.

APPLICATION INSTRUCTIONS 

All applications must be accompanied by a cover letter and résumé. Cover letters should be responsive to the mission of Aspen Art Museum and the responsibilities and qualifications presented in the prospectus. Review of applications will begin immediately and continue until the successful candidate has been selected.

All inquiries will be held in confidence.