Executive Assistant and Board Liaison

ORGANIZATION

Planet Word (www.planetwordmuseum.org) is a new museum in Washington, D.C. Built on an idea rather than a collection of objects, it’s an interactive museum that brings language to life with unique, immersive experiences for people of all ages. Nothing like it exists anywhere else in the world. Established by philanthropist and educator Ann Friedman, the museum resides in the Franklin School, a restored and rehabilitated National Historic Landmark at the corner of 13th and K Streets, NW, in the heart of downtown. The building has undergone an extensive interior restoration, and the museum has installed architecturally significant large-scale, high-tech, and media- intensive exhibits and installations. The museum opened to visitors in October 2020 during the global health pandemic and operates a growing portfolio of onsite and online public and education programming.

At Planet Word, we strive to provide a forum for civil discourse and to be a place where community, in all its vibrant diversity, can gather to share the words that bridge differences and forge solutions. We encourage and welcome applicants who will work to further this commitment and add to the diversity of our organization on multiple dimensions.

POSITION

The Executive Assistant and Board Liaison will provide high-level administrative support to the CEO and the Executive Director. Reporting directly to the Executive Director, the Executive Assistant and Board Liaison provides executive support in a proactive one-on-one working relationship. This position also serves as the liaison to the Board of Directors and Advisory Board; organizes and coordinates executive outreach and external relations efforts; and oversees special projects as assigned. The Executive Assistant and Board Liaison must be a self-starter who is creative and enjoys working within an entrepreneurial environment. Anticipating needs before they arise is key to the success of this position. This role requires diplomacy, confidentiality, discretion, and professionalism in all situations, works collaboratively across all museum departments, and represents the CEO and Executive Director to both internal and external constituents.

ESSENTIAL FUNCTIONS

Executive Assistant

• Provide executive support to the CEO and Executive Director and represent them to the public through calendar and correspondence management, scheduling calls and meetings, and ensuring appropriate follow-up.
• Ensure the CEO is informed daily about the operations of the organization and is prepared for upcoming meetings and appointments by assembling necessary materials and relevant information, including a daily briefing of appointments with online meeting links, contact information, and other pertinent details.
• Conserve the CEO’s time by proactively reading, researching, collecting, and analyzing information as needed, in advance.
• Assist CEO with speaking engagements, setting up necessary online arrangements, and coordinating outside engagements and overseeing technology requirements.
• Assist the CEO and Executive Director in preparing and managing presentations, including PowerPoint slide decks and other presentation programs.
• Complete ad hoc projects as assigned by the CEO and Executive Director.
• Attend meetings as requested and prepare and distribute notes or minutes.
• Provide executive support in preparing Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Support donor and VIP events, Board meetings, cultivation dinners, etc., including managing the creation and finalization of VIP mailings, e-mails, and invitation lists.
• Regularly update and maintain Executive contact information and activities in the organization’s central database.
• Manage gift processing in coordination with the Finance Department and ensure appropriate and timely acknowledgements and record keeping in coordination with Development.
• Support the Senior Director of Development with membership renewal reminders and other routine tasks.
• Support the HR consultant with the recruitment and onboarding of staff positions as needed, including communicating with candidates, scheduling interviews and reference checks, and assisting with onboarding.

Board Liaison

• Manage general communications with Board and Advisory Board members.
• Coordinate and schedule Board and Board committee meetings, including the preparation and distribution of meeting agendas, materials, and minutes.
• Ensure accurate and organized record-keeping of Board-related documents, resolutions, and policies.
• Maintain an up-to-date roster of Board and Advisory Board members, including contact information, terms, and committee assignments.

QUALIFICATIONS AND SKILLS

• Five years of related professional work experience, preferably in arts/culture/education and/or upper-level executive assistant experience
• Trustworthy with sensitive, confidential information
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Proficiency in Salesforce a plus
• Proficiency in Canva or other user-friendly graphic design/publishing platform a plus
• Excellent writing and presentation skills; excellent communicator – able to interact with people of all levels in a confident, professional manner
• Proven track record for being well-organized and having exceptional time management skills, including setting priorities, and respecting and owning timelines
• Ability to multi-task and to work with a high degree of accuracy and attention to detail
• Demonstrated ability to work effectively within a team environment and independently, with internal and external stakeholders, in large diverse teams, and when providing leadership among colleagues
• Flexible and willing to play different roles when necessary to move projects forward
• Resourceful in executing on tasks and finding solutions when problems arise
• Ability to work in-person during the workweek
• Ability and willingness to work evenings and weekends, if needed

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is regularly required to sit and to use hands and arms to operate keyboard, mouse, and phone. The employee needs to regularly use senses of sight and hearing. The employee is frequently required to reach with hands and arms and required to stand, walk, stoop, or kneel.

SALARY AND BENEFITS

$70,000 - $80,000 annually

Planet Word offers a generous benefits package including:

Full employee medical, dental, vision, life, STD/LTD/AD&D coverage plus 50% dependent share and 403(b) plan PTO: Vacation, holidays, sick, personal days

Planet Word’s policy is to provide equal opportunity employment (EOE) to all persons. Planet Word recruits, trains, compensates, and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status.

TO APPLY

Please send your resume and a letter of interest via email to: Careers@planetwordmuseum.org

Subject: Executive Assistant and Board Liaison