Executive Assistant

Base Pay $61,793.00 - $70,810.00 / Year Employee Type Exempt FT Over the last 20 years, the Peabody Essex Museum (PEM) has distinguished itself as one of the fastest-growing art museums in North America. Founded in 1799, it is also the country’s oldest continuously operating museum. At its heart is a mission to enrich and transform people’s lives by broadening their perspectives, attitudes and knowledge of themselves and the wider world. PEM celebrates outstanding artistic and cultural creativity through exhibitions, programming and special events that emphasize cross-cultural connections, integrate the past and present and underscore the vital importance of creative expression. PEM seeks a strategic and highly organized Executive Assistant to provide administrative support for the smooth day-to-day operations of the Executive Office. This individual always represents the office of the CEO and COO in a positive and professional manner to staff and external constituencies while maintaining the highest level of confidentiality and discretion related to all institutional and personnel matters. Requirements The ideal candidate will have 5 - 7 years of fast-paced executive level administrative experience, supporting multiple departmental leaders, with a minimum of 2 years supervisory experience. Familiarity with project management software, direct experience working with a Board of Trustees, managing executive’s calendars and schedules is preferred. The hiring range for this role is $61, 793 to $70, 810 commensurate with experience. Specific Responsibilities CEO AND COO Manages the CEO’s and COO’s calendar, schedules appointments taking into consideration sensible time management of CEO’s and COO’s day to include desk time, travel between meetings, and breaks. Collects and reviews daily incoming mail and distributes. Prepares mailings, FedExes and arranges couriers. Prepares correspondence, memos and reports and produces occasional PowerPoint presentations. Organizes and arranges complex and detailed travel plans and itineraries for CEO, COO and, on occasion, spouses. Processes the CEO’s and COO’s expenses and reconciles credit card accounts; petty cash management; invoice processing. Screens incoming calls and transcribes accurate detailed messages, with dates, time and contact details and gives to CEO and COO in a timely fashion. Communicates with a broad range of staff at all levels within the Museum as well as Board members, donors and outside guests; represents the Executive Office in a professional and friendly manner to all. Photocopying, scanning, meeting document compilation. File management and archiving both electronically/hard copy. Works independently and contributes to achievement of department goals. BOARD OF TRUSTEES AND ADVISORS Provides administrative support scheduling and setting meetings for Trustee and Advisor meetings. Keeps Trustee and Advisor directories and Board Effect library updated. Assists in meeting preparations and minute taking for Board meetings. EXECUTIVE TEAM Manages weekly meetings of the Executive Team, including: Creating and distributing weekly Executive Team reports. Drafting, reviewing with the CEO and distributing agendas. Taking and distributing meeting notes, including action items to be followed up on. Maintains calendar invitations, virtual meeting links, and organizes rescheduling when needed. Creates and distributes Zoom meeting invitations and conference call dialing information for ET members for meetings with external parties. Manages meeting space booking calendars for the office conference rooms, working with all staff to coordinate and book space as needed. Works with Registration staff to manage the tracking and signing of acquisition acknowledgment letters, loan request letters, and contracts. Works with the Development Team and Chief Financial Officer to coordinate signing documents and correspondence. Summary PEM strives to create a community of belonging that draws upon the widest pool of talent, embracing individuals of all backgrounds, life experiences, and perspectives. We seek candidates who can contribute to helping us achieve our goals and encourage you to apply for our open positions identifying the contributions you can make. PEM considers all qualified candidates without regard to race, color, religion, sex, age, national origin, disability status, protected veteran status, gender identity, sexual orientation, genetic information, pregnancy or pregnancy related condition or any other characteristic protected by law. #J-18808-Ljbffr