Executive Assistant

The Executive Assistant provides trusted support across all aspects to the Director & CEO of The Newark Museum of Art. This role provides comprehensive administrative support, manages complex scheduling, prepares materials for meetings and board engagement, tracks priorities and follow-up items, and coordinates communication from the Director’s office. The Executive Assistant handles sensitive projects, performs a wide range of tasks essential to the smooth, efficient and effective operations of the executive office, and ensures that the Director & CEO is supported in all activities.

Duties and Responsibilities

• Coordinate and manage the Director & CEO’s calendar, including meetings, travel, and logistics for any and all activities involving the Director & CEO.
• Manage priorities and provide administrative support for the Director & CEO to ensure the office runs efficiently and effectively.
• Act as the primary liaison between the Director and internal and external stakeholders, handling correspondence with diplomacy, discretion, and professionalism.
• Send the Director & CEO a daily schedule highlighting meetings and key details.
• Track projects, commitments, and follow-up items to ensure deadlines and responsibilities are met.
• Prepare executive briefing notes, background materials, and presentations to support meetings and decision-making.
• Draft and edit correspondence, reports, and presentations on behalf of the Director & CEO.
• Serve as the key point of contact between the Director & CEO and staff, helping coordinate communication and next steps.
• Maintain organized files, records, and contact lists for the Director & CEO’s office.
• Track and manage the Director & CEO’s budget and expenses.
• Prepare and process expense reports and reimbursement requests.
• Support special projects and initiatives led by the Director & CEO.
• Coordinate scheduling and communication between the Director & CEO and the Board of Trustees.
• Assist in the preparation and distribution of materials for board and committee meetings, including agendas, minutes, and supporting documentation.
• Manage logistics for board meetings, retreats, and committee sessions in coordination with the Manager, Administration.
• Record meeting notes and track action items to support follow-up.
• Maintain board records and governance documents with accuracy and discretion.
• Maintain records for the Board of Trustees including bios, headshots, and committee lists.
• Manage all relationships professionally, sensitively and confidentially.
• Assist in coordinating organizational initiative meetings involving the Director & CEO; ensure the Director & CEO is aware of all organizational and operational activities.
• Ensure the Director & CEO is aware of all activities locally, nationally, and globally that may support the sustainability and awareness of the Museum.
• Serve as the primary note-taker in board meetings, leadership team meetings, and other meetings involving the Director & CEO; track key action items and ensure on-time delivery.
• Ensure shared areas and meeting rooms are well-organized and maintained to support a professional and welcoming office environment in coordination with the Manager, Administration.
• Maintain organized filing systems and records for the Director & CEO’s office.
• Coordinate meeting space, materials, and other logistics for meetings and events hosted by the Director & CEO’s office.
  
  

Support improvements to office processes and general administrative needs as directed by the Director & CEO.

Requirements

• Bachelor's degree preferred; Business Administration, Arts Administration, Nonprofit Management, or a related field a plus.
• Minimum of five (5) to ten (10) years of progressively responsible experience in executive administration, operations, or chief of staff roles, preferably in museums, cultural institutions, or complex nonprofits.
• Proven expertise in managing an executive office and optimizing administrative functions.
• Extensive experience liaising with Board of Trustees and understanding nonprofit governance.
• Exceptional organizational, planning, and project management skills with meticulous attention to detail.
• Superior written and verbal communication skills, including drafting high-level correspondence, reports, and presentations for diverse audiences.
• Strong interpersonal skills with the ability to build rapport and effectively communicate with stakeholders at all levels.
• Demonstrated ability to exercise discretion, maintain strict confidentiality, and handle sensitive information with the utmost integrity and professionalism.
• Proactive problem-solver with strong analytical, critical thinking, and decision-making skills.
• Proficiency in office management software, calendaring, enterprise resource planning (ERP) systems, database applications, and virtual communication platforms.
• Skilled at managing multiple complex priorities and deadlines in fast-paced, demanding, and dynamic environments.
• Willingness and ability to occasionally work and perform some tasks on evenings and weekends as needed.
• Passion for arts and/or science
• Exceptional writing, research, organizational, technology and time management skills.