Description:
Executive Assistant to Director (60%):
- Work with the Director and other museum leadership to manage projects of crucial importance to the Burke.
Use sound judgment in determining appropriate guests and subject matter. Delegate as necessary to ensure urgent issues are addressed in a timely manner, by self or others.
- Maintain strict confidentiality for all sensitive information received on behalf of the Director and disseminated from the Director.
- Draft correspondence and gather information to support the Director’s presentations. Review communications from the Director’s Office to ensure clear and consistent messaging.
- Independently represent the Director at meetings and other events when required, with delegated authority to make decisions as necessary.
- Serve as a trusted and impartial advisor to the Director, understand the relevance of information, and consistently gather and share relevant information needed for the Director to make effective decisions.
- In coordination with the Director of Development, support and conduct behind the scenes tours, lunches, meetings, and follow-up for high profile guests/donors. Utilize Advance (donor database) to ensure that Director’s correspondence with donors and board members is timely, appropriate, and internally documented.
- In partnership with Burke leadership, create agendas for Leadership Team and All Staff meetings. Ensure all parties are communicated with clearly regarding all pre- and post-meeting details and action items.
- Work with the Associate Director For Research And Collections (ADRC) on preparation for and scheduling of Curator meetings.
- Manage the monthly All Staff and weekly Quick & Dirty meetings, coordinate for the Director inside and outside meetings and events.
- Coordinate communication, food, and space adequately for all staff events. Make independent decision, as appropriate, to ensure success of these events.
- Actively track the Burke’s annual legislative activity; communicate relevant activity as appropriate, within the Burke and to other UW entities.
- Create and file lobby reports with the UW State Relations Office on behalf of the Director’s and ADRC’s lobbying activity each quarter.
- Work with the ADRC on faculty searches and provide project management and support as needed.
- Coordinate meetings between organizational consultants and Burke staff as needed. Schedule meetings and act as contact for consultants if necessary.
- Operate as point of contact among Director, College of Arts of Sciences leadership, and UW leadership.
- Manage Adjunct / Affiliate Curator renewals. Work closely with curatorial staff / collections managers to gather all relevant information. Work closely with the Dean’s Office to process appointments.
- Take on additional special projects as needs arise, in support of the Director and others in Burke leadership.
Burke Museum Association Board Liaison (40%)
- Coordinate scheduling, communication with, set up and tracking of the Burke Museum Association board and committee meetings, as well as meetings with the Director, Burke staff and other museum constituents.
- Provide minutes and notes to BMA members and museum staff for BMA board and committee meetings.
- Maintaining the BMA Teams Channel including all files with minutes from all the meetings.
- Assist Director and Museum staff in maintaining positive and constructive relationships with board members. Work in close coordination with the Development Director.
- Track and communicate information for all BMA meetings (attendance, schedule, volunteer hours).
- Working with the co-chairs of the EIBD committee, support the training of new BMA members with orientation to board duties, culture and Burke Museum information.
Minimum Requirements:
- 2 - 3 years of professional or relevant experience in executive assistance.
- Excellent written and verbal communication skills.
- Bachelor’s degree.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.