Executive Coordinator

The Cleveland Museum of Art seeks an Executive Coordinator to join the Philanthropy division. This role supports the Chief Philanthropy Officer and performs all aspects of an executive administrative support function including handling incoming and outgoing communication, record-keeping, scheduling and organizing meetings, maintaining filing systems and databases, preparing and reviewing documents preparation and review, arranging travel and hospitality and managing projects.

Requirements

Associate's degree or equivalent from twoyear college or technical school in office administration; five years related experience and/or training; or equivalent combination of education and experience.

Must be organized and resourceful, and be able to act independently and function well in a fast-paced environment. Strong interpersonal and decision-making skills, as well as high-level verbal and written communication skills, are critical. Employee should be able to prioritize work projects and work well under pressure to meet deadlines. Prior executive secretarial experience required. Proficiency with Microsoft Outlook, Word, Excel, PowerPoint or equivalent programs required. 

Responsibilities

• Responsible for standard office procedures including processing mail, screening telephone calls, delivery and tracking of messages, and composing and proofreading correspondence
• Provides assistance to Chief Philanthropy Officer for any special projects assigned and for other general duties including typing, filing, and special mailings
• Maintains and processes confidential and non-confidential records and information
• Coordinates all aspects of internal and external meetings with donors, Trustees, museum leadership, community representatives and others
• Manages calendar for the Chief Philanthropy Officer, and works as the delegate for scheduling with the Director’s Office, Trustees, Executive Team and other high-level leaders
• Sustains a daily calendar of meetings and events including reminders and follow-up tasks
• Coordinates all travel arrangements for Chief Philanthropy Officer, expense reports and reimbursements
• Drafts and prepares correspondence for internal announcements, board meetings, and external organizations the Executive is involved with
• Manages the Chief Philanthropy Officer's contacts
• Produces presentations for the Chief Philanthropy Officer using software including word processing, spreadsheets, databases and presentation software
• Initiates meeting preparation by coordinating schedules, drafting agendas and minutes
• Assists in preparing presentations and proposals
• Coordinates and prepares operational budgets and processes invoices
• Coordinates communications with the division on behalf of the Chief Philanthropy Officer

Applications, including a cover letter that addresses the candidate’s interest in the position, a curriculum vita, and the names and contact information for three references should be submitted by January 5, 2024 .

Full-time Benefits include: