Executive Assistant and Board Administrator

Summary of Position

The Executive Assistant and Board Administrator is responsible for organizing and taking minutes for Board and Committee meetings, contributing to the overall organizational governance of the Museum, and other projects for the Executive Director. In addition, the Executive Assistant and Board Administrator organizes meetings for and by the request of the senior leadership team.  This position serves as the primary liaison to the Board of Trustees and attends all Board and committee meetings. Lastly, this position is key to the Museum’s financial controls through in-coming receiving, recording and distributing checks and cash.

This role fosters a professional and effective collaboration between the senior leadership team, Board of Trustees, Board Committees, volunteers, and key community members. The person in this role will have the ability to work independently on projects from conception to completion.

This position requires a flexible schedule in response to meeting and project needs and timeframes. Additionally, the Executive Assistant and Board Administrator may attend evening and weekend events as the event and Board schedule requires.

Core Responsibilities: 

• Expense reporting for Executive Director 

• Schedule meetings with donors and others for the Executive Director 

• Coordinate Leadership Team meetings, including maintaining and tracking submitted data and decision-making processes 

• Maintain communication between senior leadership staff and Board and Committee members 

• Occasional projects for Executive Director and other senior leaders as assigned 

• Serve as primary staff liaison to the Board and its Committees 


• Develop trust and rapport with Trustees and Committee members through regular in-person, phone, and email communications. 

• Create, update, maintain and distribute materials for Board meetings, Committee meetings, and other Trustee functions 

• Review, compile and edit all materials sent to the Board and Committee 

• Plan and coordinate annual orientation for new Trustees 

• Assist in identifying and recruiting new Trustees 

• Plan Board-related events, both onsite and offsite, including the Board Retreat 

• Prepare for Board and Committee Meetings, including tracking RSVPs for a quorum 

• Attend Board and Committee Meetings and take minutes 

• Maintain Board and Committee rosters and schedules 

• Maintain Board policies, update as needed 


• Assist in responding to survey requests in the museum field 


• Monitor and distribute general TAM inquiries and email account 

• Maintain TAM’s contracts with other organizations 

• Pick up and distribute internal mail and order office supplies 

• Receive, record and distribute incoming checks and cash 

Qualifications:

• Strong analytical, communication, organizational, and time-management skills  

• A self-starter, with a demonstrated ability to prioritize and see tasks through to completion.  Must be able to manage multiple projects and tasks and remain flexible under pressure.  

• Service-oriented with a positive attitude. Collaborative and adaptable team player. Exhibits cultural competency when working with representatives of public and private organizations, volunteers, vendors, museum staff and the general public.  

• Must be willing to work flexible hours, including nights and weekends for special events. 

• Ability to work independently, exercise initiative, and use discretion when handling confidential/sensitive information. 

• Excellent relationship management skills. Courteous, personable, and flexible; able to deal effectively and sensitively with a wide range of people.   
  

Education and Experience: 

• Experience providing administrative support required; support to senior or executive level staff desired. 

• Knowledge of best practices in museum governance preferred, or self-motivated ability to learn.  


• Proficiency in Microsoft Office products.


• Working knowledge of office devices and processes such as telephones, computers, copy/fax machines.

Hours and Schedule

• Part-time; 30 hours hours per week

• Some flexibility required to meet business needs

Benefits

Regular full-time and part-time employees working 30 or more hours per week are eligible for our comprehensive benefits package. Part-time employees may also be eligible for certain benefits depending on employment status and hours worked. Temporary and variable-hour employees are generally not eligible for benefits except Washington Paid Sick Leave.

• Medical


• Dental


• Vision


• Flexible Spending Account/Health Savings Account


• Life Insurance/AD&D


• Employee Assistance Program (EAP)


• 403(b)


• 113 hours Paid Time Off


• 9 Holidays


• Employee Discount


• TAM Membership