Executive Office Coordinator at Milwaukee Art Museum

Milwaukee, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Feb, 26

Salary

0.0

Posted On

06 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Communication Skills, Interpersonal Skills, Project Coordination, Problem Analysis, Customer Service, MS Office, Travel Arrangements, Organizational Skills, Judgment, Attention to Detail, Flexibility, Creativity, Efficiency

Industry

Museums;Historical Sites;and Zoos

Description

Description Job: Full Time, Salaried, Exempt, Non-union Supervisor: Chief of Staff General Purpose: Provide administrative support to the Director’s Office. The ideal candidate will be experienced in handling a wide range of administrative support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a diverse staff and programs. Crucial to this role is the ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, with incomplete information, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important. Ability to prioritize among and advance multiple projects is key, as is the ability to handle delicate, confidential and privileged information and to anticipate the needs and requirements of the Director’s Office. Duties & Responsibilities: Manages and oversees day to day operations of the Director’s office and otherwise relieves the Director and Chief of Staff of administrative and business details. Maintains Director’s calendar, and potentially shared institutional calendars to maximize efficiencies. Makes all necessary travel arrangements for the Director’s Office. Responds independently to matters of precedent or policy. Liaise between the Director’s Office, museum staff, and external constituencies. Maintains and supports the hospitality of the Director’s Office. Takes initiative on requests and inquiries of administrative nature; seeks greater role in projects within administrative competence. Works on special initiatives managed by the Director or Chief of Staff Oversees the preparation of materials for distribution to the Board and Committees. Prepares all Board and committee meeting minutes including agendas, in consultation with the Director and Chief of Staff. Maintains all documents, files and records related to the Board of Trustees and other committees in compliance with archival and legal requirements. Works with Archivist to maintain and ensure completeness of museum records pertaining to the Director’s Office. Requirements Qualifications: Associate’s degree, 2 plus years office support experience (Bachelor’s Degree preferred) Demonstrated success in a support role of comparable complexity Exemplary written and verbal communication skills Excellent calendar management skills, including coordination of complex executive meetings Excellent interpersonal skills, project coordination and problem analysis experience along with the ability to work well with all levels of internal management and staff, as well as outside donors and clients Customer service experience or mentality Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Google applications Experience scheduling travel arrangements Highly organized, with the ability to manage multiple projects simultaneously and effectively Information gathering and monitoring skills Judgment and decision-making ability Discreet and tactful Attention to detail and accuracy Flexible, creative and efficient PHYSICAL DEMANDS AND WORKING ENVIRONMENT: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions. Physical: Ability to move about inside the office Frequently move about the Museum and grounds Remain stationary for prolonged periods of time Occasionally ascend/descend stairs Occasionally move light to moderate amounts of weight both alone and with the assistance of an office cart Operate office and productivity equipment Travel to other locations using various modes of private and commercial transportation Communicate with and exchange accurate information with a variety of stakeholders Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all qualifications, responsibilities, duties and skills required. Milwaukee Art Museum is an EOE/M/W/Vets/Disability Employer. DEAI Statement: The Milwaukee Art Museum is an equal opportunity employer. The Museum recruits, employs, trains, compensates, and promotes regardless of race, religion, color, national origin, disability, age, veteran status, gender, gender identity or expression, sexual orientation, and other protected status as required by applicable law. We are committed to recruiting, developing, compensating, and retaining professional staff that reflect our community. We aspire to be a diverse workplace where talented people want to come, stay, and do their best work. We stand committed to the work ahead, informed by our community, which we will support with our best thinking, our deepest empathy, and the courage to embody the convictions shared in our Strategic Direction.

Responsibilities

The Executive Office Coordinator manages the day-to-day operations of the Director’s office, relieving the Director and Chief of Staff of administrative details. This role includes maintaining calendars, making travel arrangements, and liaising with staff and external constituencies.