Senior Executive Coordinator

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Job description

Senior Executive Coordinator (SEC) to support the Director. The SEC will be a strategic business partner, helping to drive the Director's priorities forward as we plan for an ambitious and exciting future for our organization.

As the Director's representative, you will field priority requests from key stakeholders including: trustees and major supporters, the management team, artists and field leaders, consultants and contractors, public figures, government officials, dignitaries and visitors from across the country and around the globe. You will manage the Director's calendar and to-do list to strategically prioritize their time and areas of focus amidst shifting needs and competing demands. You will support the Director by organizing follow-up on complex, dead-line driven projects that require urgent attention, feedback and approval. With a global view of needs and priorities for the Director's office, you will ensure the Director takes timely action and deliverables are met accordingly.

In this role, every day is different, and the successful SEC will have a 'yes' oriented mindset, eager to tackle a range of challenges with a problem-solving approach to get the job done. You will be able to navigate a dynamic, fast-paced environment with grace and agility. As a critical support to the Director in ensuring their success, this role will often require flexibility in working hours, including early mornings, evenings and weekends. While this role serves as the Director's trusted partner, the SEC will also work in close collaboration with, and report into, the Chief of Staff. The SEC is a critical member of the Director's office team that also includes the DO Team Coordinator and Senior Coordinator, Trustee Affairs.

What you'll do:

Strategic Calendar Management

Manage extensive and heavy scheduling amidst shifting priorities in a very fast paced environment

Manage internal and external requests for review and approval in real time daily, staying up-to-date on museum and team happenings to help prioritize needs, acting as a strategic partner in helping to drive the company forward

Coordinate internal and external meeting logistics, agendas, materials and communications, including booking space and ensuring appropriate set-up/tech requirements, catering and restaurant reservations, and confirming guests and attendees

Ensure the Director is adequately prepared for meetings, and is kept on schedule and on time

Advise the Director on conflicts based on sudden changes arising from last-minute requests and propose resolutions and solutions in response

Communication & Contacts

Answer phones and manage the Director's correspondence, flagging urgent requests, calls, and messages, for follow up as they arise

Draft and send correspondence as requested by the Director

Manage Director's contacts for accuracy across Outlook and CRM (currently Raiser's Edge)

Maintain Director's invite lists for special events in collaboration with DO Team coordinator and Special Events/Advancement team

Prepare remarks, research briefings, and presentations to ensure the Director is well prepared for internal and external meetings and events

Work in partnership with the Communications team, Office of People and Culture, and Chief of Staff, on sensitive and often timely communication needs related to the Director e.g. press releases, interviews and public appearances, crisis communication response plans, confidential announcements, trustee and donor updates, staffing changes et al.

Manage processes with teams across the museum to ensure timely correspondence on behalf of the Director with a range of stakeholders and their related matters: including senior-level staff, trustees, donors, museum directors and curators, elected and government officials, vendors, consultants, contractors et al.

Ensure timely correspondence from the Director including donor solicitations and acknowledgement letters, loan requests and appeals, contracts and agreements, decks and presentations, key art and marketing collateral, press releases - related to the above.

Anticipate, source and send thoughtful gifts and thank yous on

behalf of the Director as needed

Book travel arrangements including flights, hotels, ground transportation; obtain visas, passport renewals, or any other travel documents as needed

Create travel briefings and notated itineraries for the Director, liaising with Advancement, Curatorial and other teams as needed

Manage the Director's T/E expense budget and reconcile and submit monthly expense reports with the Finance and Accounting team

Manage process for approving invoices and expenses on behalf of the Director

Collaborate with the Chief of Staff to ensure alignment on priorities and responsibilities for the Director, and ensure seamless running of the Director's office

Work in close partnership with the Director's office team including the Sr. Coordinator of Trustee Affairs, in managing Trustee requests, especially those pertaining to the Director

With support from the Director's office team, ensure administrative aspects of the office are organized and running efficiently, including:

Managing and organizing e files and archives related to the Director's office

Serve as point of contact for museum visitors and guests of the Director

Manage Director's office vendor relationships including messenger/couriers, car service, caterers, florists et al.

Sort and reply to incoming mail and package deliveries

Maintain Director's office team supplies including maintaining the DO/Trustee room kitchen

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