Oakland Museum of California
Req No 2021-1370
Category Human Resources and Executive Offices
Type Regular Full-Time
Targeted Job Start Date
The Executive Assistant is responsible for providing comprehensive administrative support to the CEO, Board of Trustees, and executive level staff including managing calendars; organizing Board and Board committee meetings, materials and minutes; and assisting with other duties including travel arrangements, meeting hospitality, and producing presentations and correspondence. The position is responsible for managing institutional memberships and subscriptions and gathering data related to surveys that the museum participates in from across the industry. The position requires exceptional attention to detail, the ability to anticipate needs, think critically, and demonstrate problem-solving with a high level of professionalism and confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following reflects OMCA's definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.
- Support the Museum's mission, values, vision, and core commitment to the visitor experience, community engagement, anti-racism and institutional relevancy for the future.
- Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement.
- Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
- Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
- All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role.
POSITION DUTIES AND RESPONSIBILITIES
- Provide calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts.
- Act as a liaison and provide support to the Board of Trustees and Board committees. Arrange and handle all logistics for Board and Board committee meetings and events: schedule meetings; draft agendas; develop, compile and distribute presentation materials; record meeting minutes; manage online project management system for Board documentation.
- Complete a range of administrative tasks that support the CEO and executive level staff's efficiency including producing presentations, reports, and documents; collecting and preparing information for meetings with staff and external parties; preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
- Manage logistics for large-scale meetings and convenings, including meeting set-up, hospitality, supplies, and overall coordination.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and Board including those of a highly confidential or critical nature.
- Prepare the Director's Office budget and process bills. Support budget development and tracking for executive staff as needed.
- Maintain key institutional memberships (ie American Alliance of Museums, California Association of Museums, Association of Art Museum Directors, African American Association of Museums, etc.) and subscriptions.
- Support the Board Governance Committee, preparing materials including tracking of Board prospects and contacts
- Provide hospitality for meetings or guests and help create a welcoming environment.
- Answer Director's Office phone line and respond to inquiries.
- Process and distribute daily mail for all executive level staff.
- Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect.
- 4+ years of executive support experience.
- Nonprofit board experience is highly preferred.
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- Ability to handle multiple tasks simultaneously and take initiative.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Google Suite and Microsoft Office, Basecamp, and Mailchimp experience preferred.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:
- Museum environment involves both indoor and outdoor working conditions
- Ability to travel between OMCA locations, and other travel as required by position responsibilities.
The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and the surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.