Art transforms lives. It provokes us to think, to express, to explore our own creativity, to envision new possibilities. SFMOMA expanded the museum to provide a better experience for our visitors and a better home for our expanding collections, including the SFMOMA collection and the Fisher Collection, one of the finest collections of contemporary art in the world. The new SFMOMA, designed in collaboration with the architecture firm Snøhetta, opened May 14, 2016. With this project, we are transforming not just the museum's physical presence, but also our contributions to the community, enhancing SFMOMA's role as a place for learning, inspiration, and interaction for visitors from the Bay Area and beyond. We are making SFMOMA a magnet for contemporary art and for the audiences who will engage with it.
The Executive Assistant to the Director and Board Liaison is a high-profile position responsible for supporting the Director, Chief of Staff and Board of Trustees. The position requires curiosity, strong critical thinking and confidence to evaluate and make independent decisions about competing priorities that support the Museum's overall objectives. The role requires a high level of discretion and remarkable organizational and administrative skills to effectively balance the Director's and Board's schedule and priorities. The Executive Assistant to the Director and Board Liaison must demonstrate a professional and welcoming demeanor and have a genuine interest in art, San Francisco Museum of Modern Art and its programs. This position reports to the Chief of Staff.
- Manages all aspects of the Director's day-to-day calendar including gatekeeping and negotiating competing high priority requests. Keeps Director on schedule and prepared throughout the day, including preparing and securing materials for all appointments, meetings, and events.
- Reviews Director's e-mail and written correspondence, and drafts responses on behalf of the Director when appropriate. Assists other Museum departments with correspondence prepared for the Director; reviews and ensures compliance with the Director's Office protocols and guidelines.
- Oversees Director's travel including arranging flights, cars, hotel accommodations, restaurant reservations, meeting facilities scheduling and rentals, etc., for frequent international and domestic trips. Manages, prepares and processes Director's travel budget and expense reports.
- Researches, creates, edits and supports completion of materials such as PowerPoint presentations for Director.
- Acts as liaison with Museum's Executive Team and their assistants, and with the Museum staff-at-large
- Supports bi-monthly internal senior leadership meetings and monthly senior staff meetings with scheduling, preparation, and follow up, including taking meeting minutes.
- Serves as representative of SFMOMA and Director's Office including inquiries from Trustees, Staff and external constituents. Communicates with grace and diplomacy while providing information and materials in a timely manner.
Board of Trustees Support
- Develops the Board of Trustees and Executive Committee annual meeting schedule.
- Responsible for Executive Committee and Board of Trustees meeting logistics, catering, and presentation needs. Coordinate and distribute all meeting materials, attend meetings, track attendance, draft minutes and follow-up.
- Drafts Board communications for Director, including Trustee newsletters.
- Maintains up to date Board of Trustee files and contact information.
- Works with Director and Deputy Director of External Relations to support new Trustee orientation and onboarding.
- Manages Board of Trustees Budget.
General Director's Office Support
- Provides general support to the Chief of Staff including meeting organization, special event assistance, research and correspondence.
- Fields VIP inquiries and requests and arranges visits to SFMOMA.
- Manages the office of the Director, including phones, filing, routing mail, and ordering supplies. Maintains Director's conference room.
- Performs other related duties and projects as assigned.
Education and Training: Bachelor's Degree, 5 years of experience minimum
Work Experience: Extensive experience working in an Executive or C-Suite office in the non-profit or for-profit sectors.
Skills and Abilities: Ability to work independently, use good judgment and handle confidential information and sensitive situations with a high degree of discretion. Superior writing and interpersonal skills. Strong written and verbal communication to interact personably and effectively with individuals throughout the organization and with external contacts. Initiative to successfully manage daily tasks and special projects. Superb organizational skills with outstanding attention to detail. Prioritization to successfully support multiple concurrent tasks. Proficiency in taking and writing effective and concise meeting minutes. Proficient with standard office equipment and current communications technologies and software, including Microsoft Office Suite especially Outlook and PowerPoint, experience with a CRM such Tessitura and/or WordFly.com, a plus.
WORKING CONDITIONS: Closed office environment
Physical Demands: Manual dexterity required to use office equipment to use office equipment and ability to maintain office and executive conference room environments for meetings and events.
Special Environmental Factors: With advance notice, position may require occasional work on an evening or weekend.
POSITION: Executive Assistant to the Director and Board Liaison
DEPARTMENT: Director's Office
SUPERVISOR: Chief of Staff
SCHEDULE: Full time
We are an equal opportunity employer committed to diversity.