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Under the direction of the Chief of Curatorial Affairs and Conservation, the Executive Assistant provides a full range of executive-level administrative support. Coordinates efforts between the Chief, Director, Trustees and Advisors, staff members, and external constituents. Handles sensitive issues and confidential matters in a professional manner. Initiates and/or takes on general administrative tasks, projects, studies, presentations, event planning, research and surveys, as directed.
ESSENTIAL FUNCTIONS:
Manage internal communications from the Chief with the goal of distributing information in a timely and organized fashion.
Coordinate and assist with queries from and to curatorial Division Chairs and Department Heads, overseeing timely responses, coordinating meetings, and assisting with the development, update, and maintenance of relevant tracking documents.
Coordinate and assist with preparation and communications related to standing meetings that are under the Chief’s purview, including Exhibitions Quarterly Meetings, Curatorial Quarterly Meetings, Research Seminars, quarterly meetings with each curatorial department, staff tours of exhibitions, and more. Compile presentations, help with meeting setup as needed, and compile and edit data and metric reports detailing activities as needed.
Manage other projects as assigned.
Daily Administrative Tasks
Serve as point-person, resource, and ambassador for the office of the Chief and the Museum. Serve as liaison for the Chief and their division. Build relationships with key constituents including donors, Trustees, and colleagues across all Museum departments. Steward and assist constituents with their requests and inquiries, strengthening their bond and trust with the MFA.
Maintain daily appointment calendar and schedule all meetings for the Chief. Attend select meetings as requested and prepare relevant materials. Receive and screen visitors. Handle routine inquiries. Require ability to multi-task, discern priorities and maintain calm in confusing situations and with difficult individuals.
Receive, prioritize, and log all incoming paperwork for signature. Answer, screen, and follow-up on routing correspondence and/or direct to appropriate staff. Ensure that electronic copies are filed in department shared folder and emails to relevant MFA staff.
Make travel arrangements for the Chief as required. Prepare expense reports and travel authorization forms. During times when the Chief is out of the office, ensure prompt and appropriate response to time sensitive matters and otherwise manager daily operations of the office.
Order and requisition office supplies in a timely manner. Liaise with IT to resolve phone, computer, and printer issues.
Organize VIP visits, coordinating tickets, media, catering, billing, tours, parking, presentations and admission as needed.
Candidate Profile:
Minimum Qualifications and Experience:
Ideal Candidate Profile
Salary Range:
Full-Time Salary, 35 hours per week
Salary: $65,000 - $68,640
The MFA is an equal opportunity employer. The community and audience we serve is diverse, and we wish to foster that diversity in our workplace. Toward that end, the MFA does not discriminate against individuals in hiring, employment or promotion on the basis of race, religion, color, sex/gender, gender identity and gender expression, age, marital status, national origin, sexual orientation, citizenship, handicap or disability, veteran or military status, political belief, pregnancy, genetic information or any other characteristic protected by law.
Full Time
$84k-107k (estimate)
01/05/2024
05/08/2024
msa.org
Boston, MA
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