Assistant to the Executive Director

Position Summary

The Assistant to the Executive Director provides high-level, confidential, executive support on a wide range of projects including staff-wide initiatives, board and donor communications, programs and other topics as assigned. With a high degree of autonomy, the Assistant to the Executive Director manages the Executive Director’s Office, the Executive Director’s calendar, board meetings, and special projects involving the Executive Director. This is a unique opportunity to support the implementation of a new vision and work collaboratively across the institution with talented colleagues to achieve the museum’s mission and goals. This is a fully in-person position with the exception of a hybrid schedule only when the Executive Director is traveling.

Responsibilities

Executive Support Functions (30%)

Monitors projects the Executive Director is involved in, identifies and gathers relevant data, maintains deadlines, reminds Executive Director of matters that require immediate attention and offers assistance and analytical support. Supports Executive Director's activities with a high level of organization, efficiency, and detail, and prepares daily and weekly briefings with related materials.

Management of Executive Schedule and Meeting Coordination (20%)

  • Proactively manages the Executive Director’s calendar to ensure time for ED’s priorities, focused work, and travel, consistently re-prioritizing events, meetings and communications daily, weekly, and monthly; assessing and prioritizing the high volume of incoming requests, scheduling large and complex meetings with internal and external stakeholders, tracking requests, resolving conflicts appropriately in timely manner.
  • Functions as the gatekeeper, understanding the requirements of the Executive Director, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings. Manages invitations and RSVPs.
  • Manages logistics for internal meetings including scheduling, reserving rooms, supporting agenda development, facilitating, note-taking, communicating to key stakeholders, following up on action items, and setting up the appropriate tools and technology, such as Zoom. Organizes ad-hoc committees appointed by the Executive Director on a broad range of issues.
  • With guidance from the Executive Director, responds to sensitive and important issues and forwards situations and issues presented by board members, donors, staff, faculty and external constituents to appropriate senior staff members for resolution.
  • As delegated, responds to inquiries from faculty, staff, students and the public on behalf of the Executive Director. Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.

Travel Arrangements (15%)

Make travel arrangements for Executive Director including booking travel, preparing itinerary, providing supplies, coordinating with trip hosts, and completing complex expense reports.

Office Coordination and Operations (15%)

Oversees and ensures that daily operations run smoothly for the executive's office. Keeps Executive Director’s office neat and organized, filing documents, both digital and hardcopy, and other materials for efficient retrieval. Screens and prioritizes incoming mail for Executive Director’s attention. Monitors and replenishes office supplies. Participates in the development and implementation of efficient and effective systems for BAMPFA, managing information, projects and communications. Ensures compliance with all university policies.

Advisory Board Coordinator (15%)

  • Serves as a liaison with the BAMPFA National Leadership Board and Director's Cabinet. Manages the creation and implementation of the board calendar, including meetings, retreats, social activities, and specified committee meetings.
  • Staffs committees as requested.
  • Helps/assists/works with board on any issue they may raise.
  • Composes and edits written documents for the Board leadership and committees, such as agendas, summaries, reports, minutes, letters, directives, and visual presentations.
  • Coordinates, sets up, and breaks down gatherings for the Board of Trustees and committees. This includes ordering catering, gifts, ancillary materials, and ensuring that gatherings are presented in a professional and neat manner. Creates and tracks a guest list of all attendees and makes accommodations for board members as requested.

Special Projects (5%)

  • Performs and/or coordinates special projects independently, and/or as a member of a team.
  • Other duties as assigned by the Executive Director

Required Qualifications

  • Previous experience performing administrative duties in a fast-paced environment. Highly organized with demonstrated skill for planning and prioritizing.
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the campus.
  • Strong analytical / problem-solving skills.
  • Writing, editing, and proofreading skills.
  • Strong service orientation.
  • Ability to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies, both verbally and in writing.
  • Strong skills in research, analysis, and complex problem solving.
  • Ability to work flexibly and multitask with demanding timeframes.
  • Ability to use high-level discretion and maintain a high level of confidentiality.

Preferred Qualifications

  • Advising and counseling skills.
  • Awareness of BAMPFA and its program goals or the ability to learn.
  • Experience working at a cultural organization.
  • Experience supporting the work of an executive officer.
  • Thorough knowledge of common campus-specific and other computer application programs or ability to rapidly learn these programs.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC Benefits. For information on the comprehensive benefits package offered by the University, please visit the Compensation & Benefits website.

Due to compliance with California SB-1162, BAMPFA will not be able to offer a candidate anything above the top range of this posted amount. The budgeted salary that the University reasonably expects to pay for this position is $85,000 - $95,000, commensurate with experience.

Education

Bachelor's degree in related area and / or equivalent experience / training

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