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The Princeton University Art Museum seeks an exceptional individual for the role of Executive Assistant to the Director. The Executive Assistant to the Director is a key member of the Museums senior administrative team who plays a critical role in Museum operations, is passionate about the arts/humanities/higher education, is motivated to work in a fast-paced creative environment and is committed to excellence. At a time of unparalleled growth for the Museum, they are responsible for providing high-level assistance to the Director, supporting the Directors leadership role, managing the daily operations of the Directors Office, and serving as liaison between the Directors Office, other Museum departments, University leaders, faculty, staff, and students; collaborators and contractors; and donors, alumni, and friends.
Primary responsibilities include providing exceptional support to the Directors core duties, including donor engagement and advocacy; playing a critical role in coordinating the Directors donor stewardship activities; and otherwise assuring the smooth interface between the Directors activities and those of the Museum writ large. In addition, the Executive Assistant to the Director shapes the Directors calendar and helps guide the timely fulfillment of his priorities; schedules meetings and makes complex travel arrangements (domestic and international); prepares presentations and meeting materials; maintains the Directors contacts or coordinates his correspondence and archival recordkeeping; and otherwise coordinates and implements events on behalf of the Directors Office that advance the Museum's mission. This position supervises other members of the Office of the Director, the Museum Assistant, and the Writing & Communications Assistant, who carries out a wide range of development communications for the Director and staff.
About the Museum:
With a collecting history that extends back to 1755, the Princeton University Art Museum is one of the leading university art museums in the country, home to collections that have grown to include more than 115,000 works of art ranging from ancient to contemporary art and spanning the globe. Committed to advancing the Universitys teaching and research missions, the Museum also serves as a hub for the humanities at Princeton for visitors worldwide. The Museum currently presents exhibitions in its two downtown venues (Art on Hulfish and Art@Bainbridge) and is touring collections exhibitions nationally and internationally. When the Museum opens its dramatically reconceived building, scheduled for 2025, it will initiate a new exhibitions program with annual exhibitions on-site and on tour.
To learn more about the Princeton University Art Museum, visit artmuseum.princeton.edu.
Applications should include a resume and a cover letter addressing your interest and qualifications for the position.
Responsibilities:Executive Support:
The Executive Assistant to the Director (EAD) manages the Director's daily and long-term calendars and must, therefore, constantly monitor and manage the coordination of priorities under significant schedule demands. The EAD partners with the Director to ensure they are briefed and prepared with materials and information necessary for each meeting or trip and coordinates any required follow-up. The EAD prepares draft presentations and meeting materials for the Director, coordinating content and messaging with key staff such as the Associate Director for Communication and Information and the Associate Director for Museum Development. They are responsible for planning & coordinating approximately a dozen trips per year to domestic and international destinations, as well as numerous day trips, including managing post-travel needs and expense reports.
The EAD is a key element in successful Museum communications who must, therefore, understand and advocate for the Directors and the Museums highest priorities and most pressing deadlines. The EAD develops and maintains a deep understanding of major Museum projects and initiatives, including planning associated with the new Museum facility coming on line in 2025 as well as exhibitions, publications, and programs, and fundraising and engagement initiatives. The EAD is able to prioritize individual tasks and requests to meet project deadlines. As a first point of contact for inquiries and requests made to the Director, the EAD plays a critical role in assessing these requests and determining what requires the Directors attention, what can be handled independently, and what can be redirected to another party.
Coordination of Directors Cultivation and Stewardship Activity:
The EAD plays a critical role in coordinating the Director's donor cultivation & stewardship activities, working closely with the Director and the Associate Director for Museum Development to brainstorm, strategize, facilitate, and track touch points and outreach with donors and prospects, and ensure that the Director is prepared for meetings with donors and prospective donors, including tracking and facilitating follow up as needed. They are responsible for recording the Directors cultivation and stewardship efforts and preparing and entering contact reports in the Museums donor database, Altru, and conducting prospect research as required. They serve as a key point of contact for the Universitys Office of Advancement while also ensuring coordination with the Museum development team, including participating in Museum development team meetings.
Volunteer Management and Events:
The EAD interfaces with University leadership, high-level donors, and leadership of wide-ranging museums and cultural institutions and must do so with poise, tact, professionalism, and faultless attention to detail. In particular, the position works with the Director and with the Museums Associate Director for Museum Development to coordinate and support the work of the Museums 25-member Advisory Council, a key advocacy and fundraising group that meets regularly, while assuring ongoing, customized communication with each member of the Council throughout the year. The EAD also works closely to coordinate and facilitate the activity and convenings of other committees chaired by the Director, including the Museums Community Leadership Council. With support from the Museum Assistant, they are responsible for the planning and execution of certain events, including organizing annual Advisory Council meetings, the Directors holiday party, and selecting high-end events related to the Directors external relations role or for University partners.
Museum Coordination:
Working with the Associate Director for Collections & Exhibitions, the EAD manages incoming exhibition proposals and loan requests, tracking them through an internal review and response process; provides editorial review of loan agreements and related correspondence; and often serves as the initial point of contact for potential gifts of art.
The position also coordinates approximately six large and complex mailings per year that are key to the Museum's constituent relationships and maintains the Director's contact lists, numbering thousands of entries.
The EAD attends select meetings to stay apprised of project progress, coordinate and facilitate important next steps, and assure appropriate follow-up and internal communication. They work closely with department heads and project managers to coordinate their efforts with the Director.
Records Management:
The EAD records the Directors donor relations activities in the Museums donor database; maintains accurate, updated mailing lists including the Directors contacts, campus partners and leadership, and peer institutions; and records highly confidential and proprietary data, including personal and financial information. In partnership with the Museum Development team, the EAD regularly updates database records for the Museums top donors and prospects. The EAD also captures key documents and correspondence required for the Universitys Archives.
Supervision and Coordination:
The EAD supervises the Museum Assistant, who oversees the Museums administrative needs and provides general support to a wide range of Museum staff, as well as the Museums Writing & Communications Assistant, who is responsible for drafting and editing a range of communications and correspondence for the Director.
Qualifications:Essential Requirements
Preferred Requirements
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
Standard Weekly Hours:Full Time
$83k-104k (estimate)
06/14/2024
06/30/2024
princeton.edu
PRINCETON, NJ
7,500 - 15,000
1746
DANIEL RUBENTEIN
$1B - $3B
Colleges & Universities
The following is the career advancement route for Executive Assistant to the Director positions, which can be used as a reference in future career path planning. As an Executive Assistant to the Director, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant to the Director. You can explore the career advancement for an Executive Assistant to the Director below and select your interested title to get hiring information.