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    Executive Assistant to CEO - Honolulu, United States - Honolulu Academy of Arts

    Honolulu Academy of Arts
    Honolulu Academy of Arts Honolulu, United States

    3 weeks ago

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    Description
    Job Title: Executive Assistant

    Department: Director's Office

    Employment Status: Full-Time, Exempt

    Supervisor: Director & CEO

    Job Summary:

    The Executive Assistant is responsible for providing high-level administrative support to the Director & CEO and serves as key liaison for the Board of Trustees. The Executive Assistant works on a wide variety of complex assignments of a critical and/or confidential nature and serves as a crucial communication link between the Director & CEO, the Board of Trustees, and internal and external stakeholders.

    The Honolulu Museum of Art:

    Opened in 1927, the Honolulu Museum of Art is a home for art and education created for the benefit of the entire community. Founder Anna Rice Cooke envisioned a museum that would bring people together through the power of art and "the deep intuitions that are common to all." The museum was conceived of as a place of meaningful exchange and dialogue, celebrating the diverse artistic and cultural traditions of Hawai'i's multi-ethnic population. From this founding intention grew the museum of today, with a world-class encyclopedic collection of more than 55,000 works of art, representing a stunning breadth of places and eras, from all corners of the globe and from the ancient past to the present day.

    To learn more about HoMA, please visit our website.

    Minimum Qualifications:
    • Bachelor's Degree or combination of relevant education and work experience.
    • Five years of executive assistant experience supporting C-suite executives.
    • Strong organizational and time-management skills, with the ability to self-direct and prioritize while managing multiple projects and demonstrating superior attention to detail.
    • Naturally warm, sincere, and positive manner with superb verbal and written communication skills.
    • Ability to think ahead, take initiative, and anticipate the needs of the Director & CEO.
    • Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and show superior judgment during emergency situations.
    • Professional demeanor with excellent interpersonal skills and emotional maturity.
    • Confidence interfacing with a wide variety of stakeholders including staff, donors, trustees, VIPs, artists, and community partners.
    • Proficiency with Microsoft Office Suite and Adobe Acrobat. Eagerness and ability to learn other technology and software tools as required.
    • Ability to work evening and weekend hours occasionally, as required by the Director and museum schedules.
    • Honesty, integrity, enthusiasm, perspective, and a strong work ethic supported by commitment and follow-through.
    • Ability to work within and support a diverse community of visitors, artists, and employees.
    Desired Qualifications:
    • 10 years of experience supporting C-suite executives in a museum or nonprofit organization.
    • Knowledge of Board governance and best practices.
    • Familiarity with Tessitura or other CRM/Ticketing databases.
    • Experience in a museum environment or nonprofit organization with multiple sites and varying degrees of need.
    • Understanding of Honolulu Museum of Art's established identity and dedication to advancing it.
    Essential Duties:

    Executive Support:
    • Manages calendars to ensure that the Director & CEO is organized and that their time is leveraged wisely. Proactively prepares the Director & CEO for all meetings.
    • Maintains a filing system for the Director & CEO and ensures materials are accurately maintained on OneDrive or as hard copy when necessary.
    • Drafts correspondence and other materials on behalf of the Director & CEO.
    • Makes travel arrangements for the Director & CEO and prepares detailed itineraries.
    • Ensures smooth operation of meetings, both in-person and virtual, by providing necessary support services such as technology and refreshments. Develops meeting materials and take minutes, tracking action items for the Director & CEO.
    • Tracks expenses, completes reports, reviews invoices, processes reimbursements, and manages check requests for the Director & CEO.
    • Crafts high-quality PowerPoint presentations on behalf of the Director & CEO for Board presentations, special talks, and lectures.
    • Prepares the annual budget for the Director's Office and monitors quarterly variances.
    • Oversees the engagement of consultants for the Director & CEO, including contract administration and scheduling.
    • Manages time off requests and timecard approvals on behalf of the Director & CEO for all direct reports.
    • Manages special projects initiated by the Director & CEO as needed.
    • Provides administrative support to the Museum Leadership Team as required.
    Board Relations:
    • Acts as the primary administrative liaison to the Board of Trustees, fostering positive relationships and enhancing organizational effectiveness.
    • Schedules all Board and Committee meetings, ensuring proper attendance.
    • Prepares meeting agendas, materials, and presentations in consultation with the Director & CEO and the Museum Leadership Team.
    • Coordinates logistical and resource needs for Board meetings, including room reservations, parking, A/V setup, and catering.
    • Composes all Board and Committee meeting minutes.
    • Drafts Board resolutions and by-law amendments as needed.
    • Coordinates trustee orientations to familiarize new trustees with HoMA.
    • Responds to special trustee requests, including assisting with RSVPs for events and programs, booking parking, arranging special tours, and facilitating other personalized assistance as needed.
    General Administration:
    • Anticipates and addresses various administrative needs, remaining flexible and maintaining a positive and professional demeanor.
    • Receives, screens, and directs visitors and incoming telephone calls, determining priority and troubleshooting as necessary.
    • Maintains seamless operations in the Director's office, ordering and requisitioning office supplies in a timely manner and consulting with IT to resolve phone, computer, and printer issues.
    • Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others at all times, continuous training, and modeling inclusive behaviors.
    • In partnerships with HR, support the leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff.
    • Performs other tasks and duties as assigned.
    Compensation

    The Honolulu Museum of Art is committed to practicing salary transparency. The minimum salary for this position is $70,000 per annum and the maximum salary is $75,000 per annum. Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting pay, including education, experience, the external labor market, and internal equity. This opportunity includes a generous benefits package, including but not limited to:
    • Fully covered medical, dental, and vision insurance for employee
    • 12 paid holidays
    • 15 days of vacation accrual in 1st year, increasing to 20 days in 2nd year
    • 15 days of annual sick leave
    • Group retirement plans with employer matching after 2nd year
    • Shop, Museum Café, and Art School discounts
    • Onsite parking provided
    Working Conditions and Atmosphere:

    Works in an office environment. General office hours are Monday through Friday, 8:00 a.m. to 5:00 pm with flexible scheduling as needed. Ability to operate general office equipment including computer, copier, printers, fax machine, etc. Ability to lift, carry, push, pull, up to 25 lbs. of general office material or equipment. Ability to work some evening and weekend hours.

    The employee must be able to fulfil all Essential Duties with or without a reasonable accommodation. This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

    Diversity, Equity, Accessibility, and Inclusivity:

    HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community.

    Equal Employment Opportunity:

    HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.

    The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered to be an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

    HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the Museum. Any form of harassment of any employee because of any protected status is also prohibited.
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