Job Description

Department:

Museum of Art

Pay Rate Type:

Salary

Employee Type:

Job Summary:

The Executive Director and Museum Events Manager serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Director. They enhance the Director and the Director’s team effectiveness by providing comprehensive executive support. They also serve as the primary manager of museum events and related logistics. The Executive Assistant manages the director’s schedule, ensuring that their time is spent on matters of highest priority; serves as logistical liaison to the board of governors and executive team; organizes and coordinates Director outreach and communications; collaborates with the fundraising team on events, scheduling and correspondence; organizes and maintains Museum records; and manages special projects. They are also responsible for managing and executing Museum meetings and events, including Museum Board of Governors meetings; events organized by Learning and Engagement and the Director’s Office; special visits; and museum-wide staff events.

The Executive Assistant and Museum Events Manager will be a mission-focused problem solver who works effectively in a fast-paced academic and creative environment, bringing positive energy to the position. This role requires a proactive, detail oriented, technology savvy, and highly organized individual with exceptional communication and interpersonal skills. The role’s level of access to the Director’s Office, College affairs, and the Museum Board of Governors requires exceptional judgment, diplomacy, professionalism, and ability to maintain confidentiality. This role offers a unique opportunity to contribute to the success and growth of a leading academic institution, working closely with Museum leadership, donors, staff, faculty, students, and various Museum departments.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

Executive Support (45%):

- Act as the primary point of contact between the Director’s Office and internal and external stakeholders, prioritizing and directing communications. Manage, track, and follow up on action items related to the Director’s Office.
- Manage the Director’s calendar, ensuring all appointments, meetings, and travel arrangements are coordinated proactively, strategically and efficiently to maximize the Director’s time. Work closely with the Director to ensure that the calendar is aligned with the Director's priorities and deadlines. Develop and implement meeting standards and practices.
- Ensure the Director is prepared for internal and external meetings, including coordinating briefings and agendas and anticipating needs.
- Staff Director at select meetings, including taking meeting notes/minutes and ensuring necessary internal communication and follow-up.
- Provide administrative support to the Director’s Office, including supporting management of special projects and institutional initiatives.
- Draft and coordinate communications on behalf of the Director, including letters, emails, and presentations.
- Handle receipts, contracts, expense verifications, and other financial and operational processes related to the Director’s Office.
- Organize and maintain the institutional archive of Director’s Office records, both physical and digital, developing and implementing processes for ongoing record-keeping.
- Coordinate the administrative supply needs of the Museum.
- Handle sensitive and confidential information with discretion and professionalism.
- Provide other general administrative support to the Director as needed.

Museum Board of Governors (Administrative and Logistical) (25%):

- Organize and execute all meeting logistics and administration related to the work of the Museum Board of Governors. This includes confirming meeting location, catering, AV equipment and hotel information. The Executive Assistant and Event Manager attends all board meetings to provide on-the-ground meeting support.
- Act as the primary logistical point of contact between the Director’s Office and the Museum Board of Governors members as this relates to administrative, travel, and event logistics. Communicate in clear, professional, and timely ways, distinguishing between board-facing and internal planning details.
- Develop and schedule the board’s calendar of meetings and special events in coordination with board members and Museum senior staff.
- Prepare materials for board meetings, including final agendas for distribution and minutes that elevate key themes, perspectives, discussion points, decisions, and actions. Upload and circulate materials to the board portal and membership.
- Maintain and update board member records, including contact information, terms, and attendance history; manage group emails and Colby’s President’s Office has updated Museum Board of Governors information.
- Draft annual appointment and acknowledgement letters for review. Support onboarding as needed.
- Contribute to creating and maintaining a positive, collaborative working environment between the Board and Museum staff.

Event Management (25%):

- Coordinate and execute the logistical and administrative aspects of the Director's Office, museum, and select College events taking place on campus and downtown. This entails managing room reservations, catering and AV bookings, guest lists, and other set-up needs, working closely with Campus Events and Services as well as sourcing and contracting external vendors.
- Establish clear systems and processes for event planning and execution in concert with museum security, operations, and collections, consistently communicating these to College partners and vendors and ensuring all steps and policies are followed.
- Collaborate with Museum Development staff and the Director to support the execution of donor events.
- Serve as the primary liaison to contract event managers for major events such as the annual Summer Luncheon, maximizing Director’s time for strategic and key decisions and approvals. Serve as the key point-person at the museum related to guest list, registration, and key museum stakeholders. Facilitate communication with faculty, staff, students, and Museum partners to ensure smooth execution of institutional events and programs, including those physically held at but not organized by the Museum.
- Process programmatic agreements, expenses, invoices, payments and reimbursements related to Museum events.
- In conjunction with the Associate Director of Finance and Administration, maintain accurate event records and files, ensuring proper documentation and retrieval of information.

Other Responsibilities (5%):

- Represent the Director’s Office in various settings when needed, including staff meetings, select Colby cross-departmental groups, external collaborators, and visitors, as needed.
- Hire and train director’s office student interns.

Position Qualifications

Minimum Qualifications:

- Education: Bachelor's degree or equivalent experience
- Experience: 3–5 years of experience in an executive assistant or senior administrative support role, preferably in an arts organization, academic, or nonprofit environment.

Skills & Competencies:

- Superior organizational skills that reflect an ability to perform and prioritize multiple tasks and projects seamlessly with excellent attention to detail, ensuring excellence.
- Superior professional writing and verbal communication skills; ability to proofread and identify errors; ability to tailor messages for various audiences.
- High proficiency with technology tools and systems, specifically Microsoft Office and Google Suites as well as project management software (such as Asana or Airtable). Demonstrated ability to learn existing systems and use technology tools to improve efficiency, effectiveness, and collaboration.
- Demonstrated ability and experience planning and executing meetings and complex, high-level administrative work and events in a fast-paced environment.
- Ability to anticipate needs and act proactively; demonstrated ability to work as part of a team, be flexible, and learn new skills quickly.
- Excellent judgement and proven ability to handle confidential information with utmost discretion.
- Very strong customer service and interpersonal skills, including the ability to build relationships and work collaboratively with various constituencies such as staff, students, faculty, donors, and community members.
- Emotional maturity and professional, positive demeanor that builds confidence among internal and external stakeholders.

Preferred Qualifications:

- Knowledge of Museum administrative operations and/or academic institutions
- Familiarity with the arts, Museum exhibitions, and cultural programming
- Adaptability and willingness to contribute to a dynamic, evolving environment
- Self-motivated, resourceful, and proactive in solving problems
- Ability to work both independently and as part of a team

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy. This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs. In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role. This position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations. Daily work will involve extended use of a computer, including keyboard and mouse. Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds. Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed. The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills. The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity. Requires occasional weekend and evening work.

Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position.

To Apply:

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.