Albuquerque Museum Foundation Job Listing

 

Position:

Executive Assistant

Full time, Exempt

 

Report to:

Executive Director

 

To Apply:

Submit a cover letter and resume to Emily Blaugrund Fox at the Albuquerque Museum Foundation.

 

Listing to remain posted until September 23 at 5:00 p.m.

Summary Description:

The Executive Assistant supports the Executive Director and coordinates the setup and staffing of Foundation meetings including: Board, Finance, Governance, and Executive. The position interfaces across all areas of the Foundation and interacts with Boards and Committee members, requiring a positive attitude, and sophisticated communication, customer service, and professional relationship skills. The Executive Assistant is main point of contact, answering outside calls to the Foundation office, routing them to the correct staff employee if necessary.

 

Primary Responsibilities:

Executive Administration
1. Assists Executive Director
2. Responds to information requests
3. Prepares correspondence and other documents for the Executive Director, as needed
4. Receives visitors and coordinates meetings for the Executive Director
5. Arranges conference calls, maintains calendars, and schedules meetings of the Board
6. Transcribes meeting minutes, distributes agendas, and other documents
7. Coordinates Foundation Committee and Board meetings, events, and activities
8. Acts as main point of telephone contact, answering outside calls to the office line
9. Coordinates and orders office supplies and forms as needed
10. Maintain and update on-line Board Portal on continual basis

 

Staff Governance Committee Meetings
1. Coordinates meeting set-up
2. Arranges and prepares all information for new Board Member nominations
3. Coordinates new Board member orientation
4. Takes Minutes and distributes
5. Update Bylaws and all documents as required by committee

 

Staff Board Meetings
1. Coordinates meeting set-up
2. Coordinates lunch or snacks if necessary
3. Organizes Annual Board meeting in conjunction with Event Director
4. Takes Minutes

 

Staff Executive Committee Meetings
1. Coordinates meeting set-up and follow-up tasks
2. Coordinates lunch if necessary
3. Takes Minutes
4. Update all documents as required by committee

 

Staff Finance Committee
1. Coordinates meeting set-up and follow-up tasks
2. Takes Minutes
3. Update all documents as required by committee

 

Team Work
1. Works in collaboration with Foundation staff and Executive Director as well as certain Museum staff

 

Miscellaneous
1. Attends all Board, Executive, Governance, and Finance Meetings
2. Assists at special events on weekends and evenings, as assigned
3. Other duties as assigned

 

Requirements (Knowledge, Skills, Abilities, and Attitudes)
• Associates or Bachelors Degree preferred
• Minimum five years’ secretarial or administrative experience supporting a senior manager
• Excellent written and verbal communication and listening skills
• Excellent organizational, scheduling, and time-management skills
• Ability to manage on-line Board Portal and other on-line platforms
• Proven track record of successfully integrating with senior levels
• Excellent presentation skills with the ability to think on one’s feet
• Comfortable working with all levels of the organization
• Ability to prepare and edit correspondence, reports, and presentations
• Able to solve practical problems and deal with complex situations
• Able to interpret instructions in written, oral, diagram, and schedule format
• Must be assertive and able to work with a diverse population
• Understand Board of Directors and Committee terminology to execute on directives from Board or staff
• Must have current Driver’s License and insurance, reliable transportation and be willing to run errands, pick up supplies and attend meetings off site.
• Must be able to lift small boxes, stand for periods of time during events, and be willing to assist with staff chores at Batten House along with the entire staff.