Assistant to the Director

Job Description

Job Description

Reporting to the Director, the Assistant to the Director plays a central role in keeping the Director’s office running smoothly on a daily basis. The position works closely with the Executive team, the Leadership team as well as all other departments across the museum and regularly engages with a wide range of external contacts, including artists, scholars, community leaders, donors, and members of the Wadsworth’s Board. Success in this role depends on strong organizational and communication skills, careful attention to detail, and the capacity to handle competing demands efficiently and professionally in a busy environment.

ESSENTIAL DUTIES/RESPONSIBILITIES:  

Executive and Administrative Support to the Director

• Effectively coordinates the Director’s calendar and communications, managing deadlines and scheduling appointments, meetings, and conference calls for optimal efficiency. 
• Composes, edits, and proofreads professional business letters, memos, emails, and other documents and non-routine correspondence as directed.
• Performs general clerical duties, including copying, mailing, filing, and scanning.
• Coordinates in-person and virtual meetings for the Director.
• Speaks knowledgeably and articulately on behalf of the Director in delegated communications, as directed. 
• Assists with creating supporting materials for presentations as needed.
• Prepares the Director’s detailed travel plans, including flights, hotel reservations, conference reservations, and event/meeting reservations for museum initiatives. 
• Reconciles the Director’s expense receipts and monthly credit card statements.
• Conducts institutional and/or historical research to support the initiatives of the Director, in collaboration with relevant staff.
• Independently handles high-level projects and research as assigned by the Director.
• Be able to work evenings and/or weekends as needed. 
• Perform all other related functions as may be assigned by the Director. 

EXPERIENCE AND EDUCATION

• Associate’s degree in business administration, art, or art history required, Bachelor degree preferred. 
• A minimum of 3–5 years’ experience in providing administrative support at a senior level or other equivalent work experience.

QUALIFICATIONS

• Excellent communication and interpersonal skills.
• Strong writing ability
• Proficient in Microsoft Office Suite, administrative software and applications, and ability to learn additional computer/software skills as needed. 
• Excellent filing and phone skills, able to use fax machines, scanners, and copiers. Must be able to type at least 50 words per minute. 
• Motivated, organized, and focused with a keen attention to detail.
• Strong track record of managing diverse and competing demands with efficiency, discretion, and sound judgment in a fast-moving professional setting.
• Ability to maintain the highest degree of confidentiality, discretion, tact, and flexibility, and to prioritize while managing multiple tasks.
• Ability to exhibit a professional presence to interact effectively with cultural, business, and government leaders, including donors and board members
• Knowledge of art and art history, and an appreciation of the role of museums in presenting cultural heritage, and advantage.