Under the direction of the Chief of Curatorial Affairs and Conservation, the Executive Assistant provides a full range of executive-level administrative support. Coordinates efforts between the Chief, Director, Trustees and Advisors, staff members, and external constituents. Handles sensitive issues and confidential matters in a professional way. Initiates and/or takes on general administrative tasks, projects, studies, presentations, event planning, research and surveys, as directed.

ESSENTIAL FUNCTIONS:

Manage internal communications from the Chief with the goal of distributing information in a timely and organized fashion.

Track all internal and external exhibition proposals, oversee timely responses to internal colleagues and external institutions, coordinate exhibition proposal meetings, assist with the update and maintenance of exhibition tracking documents at both the department and institutional level.

Coordinate and assist with preparation and communications related to standing meetings that are under the Chief’s purview, including Exhibitions Quarterly Meetings, Curatorial Quarterly Meetings, Research Seminars, quarterly meetings with each curatorial department, staff tours of exhibitions, and more. Compile presentations, help with meeting setup as needed, and compile and edit data and metric reports detailing activities as needed.

Manage other projects as assigned.

Daily Administrative Tasks

Serve as point-person, resource, and ambassador for the office of the Chief and the Museum. Serve as liaison for the Chief and their division. Build relationships with key constituents including donors, Trustees, and colleagues across all Museum departments. Steward and assist constituents with their requests and inquiries, strengthening their bond and trust with the MFA.

Maintain daily appointment calendar and schedule all meetings for the Chief. Attend select meetings as requested and prepare relevant materials. Receive and screen visitors. Handle routine inquiries. Require ability to multi-task, discern priorities and maintain calm in confusing situations and with difficult individuals.

Receive, prioritize, and log all incoming paperwork for signature. Answer, screen, and follow-up on routing correspondence and/or direct to appropriate staff. Ensure that electronic copies are filed in department shared folder and emails to relevant MFA staff.

Make travel arrangements for the Chief as required. Prepare expense reports and travel authorization forms. During times when the Chief is out of the office, ensure prompt and appropriate response to time sensitive matters and otherwise manager daily operations of the office.

Order and requisition office supplies in a timely manner. Liaise with IT to resolve phone, computer, and printer issues.

Organize VIP visits, coordinating tickets, media, catering, billing, tours, parking, presentations and admission as needed.

Minimum Qualifications and Experience:

• BA or BS, preferably in Art History, Museum Studies, or a comparable field; 3-5 years of related administrative experience
• Experience working in a museum or related setting
• Ability to handle multiple projects in a time-sensitive environment while still producing quality work, maintaining accurate filing systems with a constant eye toward improving efficiency and keeping files streamlined and up to date
• Familiarity with Microsoft Word, Excel, Outlook, Oracle, and TMS

Ideal Candidate Profile

• Committed to collaboration
• Excellent and timely decision-maker
• Proactive nature and ability to anticipate and preemptively address areas of concern
• Strong sense of accountability for achieving stated objectives and demonstrable experience doing so
• Generosity of spirit, a team player able to interact successfully with a wide range of people at different levels of the Museum
• Superior judgement, tact, and diplomacy
• Proven ability to effectively and efficiently manage multiple priorities with competing deadlines
• Exceptional verbal and written communications, with demonstrated presentation skills