The Executive Assistant to the Office of the Director of Museums, which includes the Office of the Board of Trustees, functions at the direction of the Director of Administrative Support for the Office of the Board of Trustees. Provides executive-level support to the Director of Museums, Executive Secretary to the Director, and the Director of Administrative Support. Performs a wide variety of difficult, sensitive, and confidential executive-level work requiring a high degree of responsibility, initiative, accuracy, diplomacy, tact, and personal judgment. Ensures that day-to-day operations in the Director’s Office run smoothly and efficiently. This position works effectively and collegially with a broad range of staff, donors, Trustees, and the general public. A strong customer service orientation and the ability to achieve and sustain best administrative practices are essential.
Typical duties and responsibilities:
1. Schedules meetings, prepares and distributes meeting materials, and coordinates meeting logistics. The preparation of meeting materials includes notices, drafting agendas, and gathering supporting documentation for meetings called by the Director, and the Director of Administrative Support, and for meetings of the Boards of Trustees of the Fine Arts Museums of San Francisco and the Corporation of the Fine Arts Museums and various committees of these Boards. Attends meetings and takes or transcribes notes or minutes as requested.
2. Coordinates special events, lunches, dinners, or receptions for the Director of Museums, and the Board of Trustees, including the submission of all required paperwork.
3. Creates and maintains accurate mailing lists for the Director of Museums, as well as Trustee mailing lists; works closely with Development Staff to ensure that these lists are current and accurate in the Raiser's Edge database; retrieves data from the Raiser's Edge and collections database.
4. Independently drafts, edits, and generates correspondence; transcribes dictation as required.
5. Develops and maintains various filing systems and records.
6. Responds to and follows through on a heavy volume of telephone inquiries of a general, specific, and/or sensitive nature.
7. Ensures compliance with public meeting and records laws by posting public meeting notices, agendas, and minutes on the City’s website; assists in the coordination of responses to public information requests in a timely manner as prescribed by law.
8. Indexes and archives the official record (minutes of meetings) of and resolutions adopted by the Boards of Trustees and Executive Committees.
9. Coordinates the scheduling of special tours of the de Young Museum and Legion of Honor.
Minimum Qualifications:
Education and Training: A B.A. in Liberal Arts, English or closely related field from a college or university.
Work Experience: Requires a minimum of three years experience in executive assistance or administrative assistance for a high-level manager or director.
Substitution: May substitute one year of experience for every 30-college units. Associate’s degree or two years of accredited classes from a college or university in the above related fields required. There is no substitution for the three (3) years of experience.
Skills and Abilities:
• Requires considerable knowledge of business English and basic business math skills; modern office methods, practices, and procedures; filing systems; and report writing.
• Requires exceptional computer proficiency, including Microsoft Office and database management.
• Proven record of accomplishment of outstanding administrative skills
• Strong interpersonal and organizational skills and the ability to establish and maintain effective and appropriate working relationships with Trustees, donors, Senior Staff, volunteers, staff, the general public, city officials, dignitaries, and outside organizations.
• Represents the Museums with a high level of professionalism and integrity.
• Ability to exercise sound judgment, tact, and diplomacy
• Action-and-results oriented; Ability to achieve cross-functional teamwork
• Strong written, mathematical, and verbal communication skills
• Adherence to deadlines; Strong follow through; A high level of initiative and energy
• Flexibility in meeting shifting demands and priorities
• Ability to work simultaneously on multiple projects in a complex, highly demanding and fast paced work environment
• Demonstrated commitment to quality customer-service
• Must be able to maintain a seamless interface with the Office of the Director at the Legion of Honor.
• Essential to this position are the ability to maintain confidentiality, a high level of discretion, professional demeanor, accuracy, and attention to detail.
• A desire to function in a team and customer service oriented environment
• Ability to achieve and sustain best administrative support practices
To apply: go to www.famsf.org and click on the jobs link.
Rate of Pay: $25.00/hour Salary Code: TEMP
Posted: November 9, 2009 Application Deadline: November 13, 2009
- Location: Fine Arts Museums of San Francisco
- This is at a non-profit organization.
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.