Executive Assistant
The Executive Assistant provides effective and confidential administrative support to the Director and supports the museum’s administrative operations.
Administrative Support:
- Support the Director’s role through efficient management of the administrative office
- Make, coordinate, and confirm appointments and meetings
- Organize, prepare, and draft correspondence as assigned
- Prepare, draft, and edit materials, reports, and agendas
- Maintain comprehensive filing and office systems
- Oversee, monitor, and personally coordinate travel arrangements
- Organize logistics, plan, schedule, and prepare agendas for weekly Director’s Advisory meetings as well as other meetings at the direction of Director
- Organize and prioritize large volumes of email, calls, and other information
- Ensure regular communication between the Director’s office, and senior staff
- Assist in compiling information for Director’s personal annual budget, working with Director and all appropriate parties
- Monitor Director’s budget, code and process all invoices for payment, reconcile travel expenses
- Plan and carry out special events as requested by the Director including receptions, dinners, tours, and other events as necessary
- Assist Board of Trustees in searches for candidates for CEO searches: maintain candidate lists, coordinate Search Committee activities, correspond with candidates, and make travel and hotel arrangements, as well as itineraries and agendas, as needed.
- Support various Museum programs, such as previews and special events, by attendance and assistance with preparation, production, and/or arrangements
- Provide back-up support for Manager of Board Relations
- Lead and manage internal, global calendar system
- Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s work
- Attend board meetings as directed by CEO Contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service—creating positive, meaningful experiences for all visitors, every time
FSLA STATUS: Full Time, Exempt
REPORTS TO: Illsley Ball Nordstrom Director and Chief Executive Officer
COMPENSATION: $80,000 - $90,000/year
WORK SCHEDULE
This role is typically scheduled to business hours Monday - Friday. However, the needs of this role require a willingness to work a flexible schedule in support of the department or organization as self-directed or directed by your supervisor. Please connect with your Recruiter or Manager for more information about SAM’s current hybrid work policy and expectations. SAM’s hybrid work policy is subject to change.
BENEFITS
Benefits include a fully employer paid HMP medical plan or an employee contribution PPO plan, dental, vision, and basic life insurance/LTD/AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance and participation in SAM’s 403b retirement plan.
Following 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program. Historically, this contribution has been made annually.
Additional benefits include paid time off for vacation, PSST, bereavement leave, and jury duty, 11 scheduled holidays, 1 paid floating holiday, a subsidized unlimited Orca card, onsite fitness facility, and an EAP. FT Staff also receive a Patron level membership to SAM, a Tier III membership to the American Alliance of Museums and discounts to museum shop and programming.
ABOUT SAM
Seattle Art Museum’s vision is to be the museum for all of Seattle—a bold, dynamic hub of creativity, belonging, and cultural leadership, shaping the future of art and community. To create a welcoming community where people find inspiration and discover our common humanity through exceptional art and dynamic, engaging programs. Art is always at the start and heart of what we do. Collecting, conserving, and displaying extraordinary works of art is the governing motivation of our museum. So too is fostering a vigorous exchange of ideas while cultivating connection with the broad array of communities we serve. As the leading visual arts institution in the Pacific Northwest, SAM shares its global connections, powerful exhibitions, and dynamic programs to engage, educate, and inspire. SAM is a vibrant, three-site organization that is supported by 365 employees, 10 executive leaders, and more than 200 volunteers.
WE ARE LOOKING FOR
Required Qualifications
- Four years’ experience in a position with responsibility for office management, budget monitoring, complex project implementation, and direct support of a Manager, Administrator, or Executive Officer
- Talent for communicating effectively and projecting a professional image when giving and taking information in writing, in person, and over the phone
- Must have a high level of problem-solving, customer service, and interpersonal skills and comfort with interacting with a diverse population
- Position requires continual attention to detail in all aspects of the Director’s business as well as superior proofreading skills
- Demonstrated ability to work professionally and tactfully and to represent the Museum with integrity and professionalism
- Proactive, strategic, and professional verbal and written communication, with an ability to tailor communications according to audience
- Successfully assess priorities, work well with deadlines, and problem-solving skills
- Exercise discretion in maintaining confidentiality of sensitive information
- Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research
- Ability to pass and maintain security background check clearance
- Experience working with high-profile executives, donors, and trustees
Exposure: Work areas are primarily inside, in a climate-controlled environment with moderate background noise.
Stationary Work: Approximately 80% of time is spent stationery while working at a desk. Balance of time (approximately 20%) is spent moving around the work area. Occasional extended periods of standing may be required when facilitating or participating in Museum activities.
Communication: Clear and effective verbal and written communication in English with trustees, the public, and co-workers is necessary.
Vision: Ability to effectively use a computer screen and interpret printed materials, memos and other appropriate paperwork.
Office Work: Ability to effectively and regularly operate a computer, keyboard, telephone, and other office productivity machinery, such as copy machines and printers, and ability to inspect, prepare and use paperwork, files, equipment, and supplies is necessary.
ACCOMODATION
If you need assistance applying for a role due to a disability or additional need, please let us know at [email protected].
The Seattle Art Museum will consider reasonable accommodations for all employees with disabilities to perform the essential functions/duties of this position. If you need an accommodation during the application or interview process, please contact [email protected]. For candidates, we ask that, if possible, you wait until you're invited to a screen, online technical assessment or interview before requesting an accommodation.
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Celebrating difference. At Seattle Art Museum, our members, visitors, and local community come from all walks of life, and so do our employees, volunteers, and interns. The plurality of our identities and experiences strengthens our mission: connecting art to life. Our mission and vision call us to be responsive to a multitude of cultural contexts and lived experiences, and as such, our Strategic Plan directly addresses the role art plays in empowering and elevating social justice movements, and promoting structural change to further equity in our society. SAM is particularly dedicated to racial equity in the workplace, because we know that people of color are the most impacted when it comes to both historical and present inequities. We know that equity is not a single fixed destination, it’s ongoing reckoning. As SAM continually strives to be a more inclusive and equitable workplace, we are particularly interested in engaging with those who have been historically underrepresented in the museum field. We are dedicated to building a diverse workplace, and a sense of belonging for each and every employee, because we know our organization is at its best when we celebrate difference.
SAM is an equal opportunity employer. We are an equal opportunity employer, and consider qualified applicants for employment without regard to race, color, creed, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, sensory, physical, or mental disability, genetic information, military or veteran status, gender identity or expression, sexual orientation, citizenship or immigration status, or other applicable legally protected characteristic. If you need assistance applying for a role due to a disability or additional need, please let us know at hr@seattleartmuseum.org. The Seattle Art Museum will consider reasonable accommodations for all employees with disabilities to perform the essential functions/duties of the role. If you need an accommodation during the application or interview process, please contact hr@seattleartmuseum.org. For candidates, we ask that, if possible, you wait until you're invited to a screen, online technical assessment or interview before requesting an accommodation.
We encourage you to apply. We are dedicated to building a diverse workplace, and a sense of belonging for each and every employee, because we know our organization is at its best when we include, celebrate and embrace difference. We encourage you to submit an application, even if your experience doesn’t feel like a 100% match with the position. We know applying for a job can be intimidating, and research tells us that womxn and folks of color are less likely to apply if they don't see themselves meeting or exceeding every single qualification listed. We encourage you to apply, even if you feel unsure about whether you meet every requirement in this job post. You could very well be a great fit for this role or others.
Requirements for employment. In order to be employed by the Seattle Art Museum, you must reside in the state of Washington. Employment at SAM is contingent upon successful clearing and maintenance of clearance in both a federal and state criminal background check.
Want to learn more? If you haven't already, check out our Careers page for more on working at SAM.
Though we'd love to be able to reply to every question that crosses our desk, due to the high volume of applications we receive, our HR team is unfortunately unable to offer a response to inquiries requesting search status updates, inquiries about hiring timeline, or requests to be put in touch with directly with the Hiring Team. If your experiences and capabilities are well suited to an open role, our Recruiter or the Hiring Manager will reach out directly to schedule an interview. Thanks for your understanding!