Executive and Administrative Assistant

GENERAL PURPOSE STATEMENT
Reporting to the Executive Director, the Executive and Administrative Assistant (EA) is a member of the Executive Team, with a focus on improving efficiency and interdepartmental collaboration. Oversees functional aspects of Museum administration including Office Operations. They will work with the Executive Team to set and monitor objectives for all staff members as part of the delivery plan.
They will provide all administrative and clerical support to the Executive Team. The EA will solicit feedback to identify needs; implement the technical systems, procedures and workflows needed to improve communications and information sharing from an employee satisfaction standpoint. Major areas of assistance include: maintaining the executive schedule, arranging the Director's travel, planning and organizing meetings and agendas, functioning as administrative representative for the Director, office reception and Administrative support. Keeping the Executive Team up to date with all project reports in a timely fashion, and calling to attention any areas that need to be reprioritized or communicated. During busy times the EA will support the Executive Director by scheduling personal appointments, handling mail, and providing lunch as needed.
The EA will also work with the Senior Advisor and Director of Operations to interface with vendors and service providers to secure deliverables and control costs. As a highly flexible and adaptable member of the staff, the EA will also take on special projects as needed.
REPORTING RELATIONSHIPS
The Executive Assistant reports to the Executive Director and Executive Team.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administration

• Supports the museum office as a whole, in answering phones, replying to the general email inbox, restocking supplies, etc.
• Supports a busy executive team, with specific attention to actioning tasks, as well as replaying updates on various projects in a timely manner.
• Actively participates in a fast-paced and highly collaborative environment. The EA will act as a liaison between the Executive Team, museum departments, and staff as needed.
• Manages daily schedule and calendars for the Director, coordinates meetings with high level agendas produced 24 hours ahead.
• Plan Director's travel and create itineraries, including transportation, accommodations, meetings, gallery visits, and reconciles travel expenses.
• Manages and supervises office organization and filing system, digitizing and archiving of business records; oversight of document retention and destruction in accordance with museum policy.
• Assists with Director's special projects, conducting research and presenting results as needed, as well as assists with other duties as assigned.

Relationship Management

• Support the Executive Team in the cultivation and maintenance of working relationships with community partners and museum supporters.
• Work closely with the Chief of Staff to recommend and follow up on corrective action to keep projects on track.
• Provide excellent customer service and work closely with Visitor Services as the first line of communication with supporters of the museum as well as the public.

KNOWLEDGE, SKILLS, AND ABILITIES
Aspen Art Museum seeks an Executive Assistant with

• Education in arts administration, museum studies, business or related area of study
• Professional experience in progressively responsible roles, cultural/nonprofit organization is a plus.
• Strong knowledge of Microsoft Office, Word, Excel, PowerPoint, experience with Google Suite is a plus.

SALARY AND BENEFITS
The salary for this position is $70,000-$80,000 annually. Aspen Art Museum offers a competitive package of benefits.
This is a salaried position requiring availability for weekend, day, evening, and holiday shifts. This position is exempt from the Fair Labor Standards Act and will not receive overtime pay for hours worked in excess of forty in a five-day workweek or over twelve hours per day.
LOCATION
This position is located in Aspen, Colorado.
APPLICATION INSTRUCTIONS
All applications must be accompanied by a cover letter and résumé. Cover letters should be responsive to the mission of Aspen Art Museum and the responsibilities and qualifications presented in the prospectus. Review of applications will begin immediately and continue until the successful candidate has been selected.
All inquiries will be held in confidence.