Administrative Assistant - Lincoln, MA
The Administrative Assistant provides administrative and project-based support to the Business Director, deCordova, and the Managing Director of Exhibitions and Artistic Director, deCordova. The AA plans, organizes, and directs the day-to-day administrative operations and is responsible for the coordination and planning of schedule and travels as well as of key projects as requested. The AA provides administrative support for deCordova’s Advisory Board and various governance committees, and provides operational support for fundraising events. In addition, the AA is responsible for general office management for deCordova’s administrative functions.
In This Role You Will:
Serves as principal liaison between the Operations and Arts and Culture functions and deCordova staff and for special projects.
Manages calendars, coordinating with necessary parties while maintaining a thorough and complete schedule, juggling priorities and changes transparently and diplomatically. Ensures necessary information for all appointments, including background or travel details, is communicated clearly.
Shares details of appointments and travel with other staff as appropriate.
Represents the Directors in inter-departmental meetings and on various committees, as needed.
Participates in and supports the planning and execution of events, meetings, and other hospitality as the representative of the Director’s office, working in support of the internal events manager and relevant departmental staff from across the organization.
Conducts research as appropriate to projects or initiatives.
Organizes and prioritizes large volumes of email, incoming calls, and other information. Communicates issues and priorities accurately and clearly.
Organizes meetings and appointments and undertakes correspondence at the request of the Directors. Proofreads all outgoing correspondence.
Coordinates travel arrangements when required and prepares expense reports.
Assists the Directors in tracking projects, priorities, and deadlines, providing forewarning of potential conflicts and time management issues.
Serves as principal liaison between the Business Director and Advisory Board members as it relates to the administration of Advisory Board support and governance issues.
Coordinates Advisory Board and specific Committee meetings (Nominating and Governance, Curatorial and Exhibitions, Engagement, and so forth), including preparing meeting agendas, minutes, packets, and correspondence. Distributes meeting summaries in a timely way.
Arranges for and/or provides any needed food and beverages for meetings.
Manages Advisory Board and Committee lists, tracks committee membership and terms, maintains current contact information and maintains and updates Board member files, email lists and archives accordingly.
Supports Development staff with various Advisory Board related activities as the representative of the Director’s office, ensuring the Director is apprised of plans and any issues.
Monitors Advisory Board member schedules and task lists for conflicts and issues, proactively coordinating and scheduling to make volunteer service for board members as easy as possible.
Tracks the Museum’s office administration and director’s office budgets. Monitors and determines appropriate charges, assists in coding POs to maintain expense continuity within budgets.
Ensures office supplies are ordered and maintained, as needed.
Negotiates vendor contracts for office supplies, copiers, faxes and mail services.
Assists in the distribution of office mail and faxes as needed.
Performs other duties as assigned.
Education and Experience:
Bachelor’s Degree in liberal arts or business administration; or equivalent experience.
Experience in a position with responsibility for direct support of a Manager, Administrator or Executive Officer, and complex project management.
Excellent written skills including accurate proofreading.
Ability to communicate effectively and project a professional image when giving and taking information in writing, in person and over the phone. Diplomatic and tactful.
Demonstrated high-level of proficiency utilizing Microsoft Word, Excel, and Power Point.
A high level of interpersonal skills and be able to handle sensitive and confidential matters with appropriate discretion and responsibility.
Ability to assess and manage multiple competing priorities and work well under pressure. Excellent time management, problem solving, and analytical skills.
Ability to work independently and as part of a team. Ability to motivate self.
Position requires continual attention to detail in all aspects of the Director’s business as well as excellent proofreading skills.
Flexibility, a positive attitude, and a strong work ethic are required, as is the ability to maintain professional boundaries and the highest level of discretion in handling confidential information.
Demonstrated ability to work professionally and tactfully, represent the Museum with a high level of integrity and professionalism, adhere to Museum policies, and support management decisions in a positive, professional manner.
- This position regularly requires some evening and early morning hours along with occasional weekend hours in support of meetings and events.
About The Trustees
The Trustees is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. Today, the places we care about are going fast, and the forces undermining them, including climate change, are moving faster.?Our passion is to protect and share with everyone the irreplaceable natural and cultural treasures under our care.?We are funded and supported entirely by our visitors, supporters, volunteers, and more than 60,000 member households.
The Trustees has been featured in the Top 100 Women-Led Organizations in Massachusetts for six consecutive years.
In addition to being an Equal Opportunity Employer, The Trustees aims to create a thriving, inclusive workplace that values each member of its team. We aspire to reflect and effectively serve the residents and communities of Massachusetts who are at the core of our mission.
The Trustees is a signer of the Boston Women’s Workforce Council and a Member of the Boston College Center for Work and Family.
We kindly request that you do not call to inquire about the status of your application. Those candidates chosen for interviews will be contacted.
How To Apply:
Please apply online via The Trustees website linked here.
May 31, 2021
$35,000 - $65,000
About this Organization:
The Trustees of Reservations is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. We preserve and protect places of natural, scenic and historic beauty and hold these “reservations” in “trust” for public use and enjoyment. Our passion is to improve the quality of life in the Commonwealth, using our properties and their many programs as a powerful and compelling platform to engage more residents and visitors in our mission-driven work. We believe in protecting the irreplaceable forever, for everyone. Today, we care for 117 special reservations -- from beaches to farms, gardens and historic sites – within minutes of every resident. Funded and supported entirely by our nearly 2 million visitors and supporters, and more than 60,000 member households, we invite you to find your place.