Senior Manager of Executive Administration

We are seeking a highly organized and detail-oriented Senior Manager of Executive Administration to provide comprehensive support to the Director of MASS MoCA and supplemental support to the Senior Advisor and Secretary to the Board. The ideal candidate will be an experienced administrator who is a self-motivated, intuitive, mature professional capable of working independently with minimal supervision to achieve project goals, with excellent communication skills, the ability to multitask, and a proactive approach to problem-solving.

As often the “public face” of the Director’s office, the  Senior Manager of Executive Administration must be highly skilled in communication in all forms, internally and externally, and experienced in managing confidential information and requests, interfacing with trustees, donors, government officials, community members, and leaders of peer organizations.

The Senior Manager of Executive Administration reports to the Director and will perform critical duties that support the Director’s office including but not limited to scheduling, travel arrangements, meeting preparation, correspondence, filing, research, creating presentations, and analyzing data and reports, internal and external.  The Senior Manager of Executive Administration will anticipate the needs and priorities of the Director, and make important decisions about allocating her time, to both staff, board, donors, peers in the field and community constituencies.

In addition, the Senior Manager of Executive Administration will support the Senior Advisor and Secretary of the Board, including but not limited to supporting board of trustee meeting preparation and planning, scheduling calls and meetings with trustees, arranging standing trustee committee meetings, taking minutes at board meetings, generating correspondence, creating reports, keeping records of committee composition and trustee rosters, and supporting overall trustee stewardship.

This role will manage and supervise an Administrative Assistant, who will be responsible for providing overall administrative support to the Senior Manager of Executive Administration, and operations in the administrative offices.

This is a full-time position that generally works with regular business hours, Monday-Friday. This position may require occasional extended hours, work on weekends and/or holidays for trustee meetings or advance scheduled events and festivals.  This role may also require travel with and/or in support of the Director and the Board of Trustees.

Duties & Responsibilities

Executive Administrative Support for the Director:

• Proactively manages the Director’s calendar, including setting ongoing and special meetings and responding to scheduling inquiries, requiring experience managing a complex calendar and making changes to the meeting schedule as needed. 
• Tracks deadlines and provides proactive support to ensure that they are met.
• Organizes and manages select projects originating in the Director’s office, focusing on moving cross-departmental and institutional priorities forward effectively; conduct research, prepare analysis, and recommend actions on various issues.
• Makes domestic and international travel arrangements and develops itineraries for the Director and her visitors
• Supervises and manages the Administrative Assistant; supervises and manages their day-to-day duties and performance, makes critical decisions in personnel management including hiring, performance management, scheduling, mentoring, discipline and implementing institutional policies and procedures.  
• Anticipates meeting needs and manages organizational details. Develops and manages agendas, briefings and other materials, minutes, and meeting follow-up. Ensures the Director is prepared for daily meetings by organizing needed materials and providing notes for talking points. Staffs select meetings including serving as a delegate for the Director when needed
• Works closely with the Director, Deputy Director, and Content & Communications staff to manage correspondence to Museum staff, partners, and stakeholders on behalf of the Director
• Maintains excellent written skills and learns the Director’s voice and writing style to assist with communications needs. Proactively edits documents and materials presented for the Director’s review and may support writing for grants and publications with the Director and other teams. Prepares and/or contributes to briefings, presentations, meeting and event talking points, internal and external reports, solicitation and stewardship materials, etc
• Supports the Director’s participation in donor engagement and fundraising  efforts , working collaboratively and proactively  with Advancement staff. Manages communications and scheduling for donor and prospect meetings as well as donor travel/tours/visits to the museum. Tracks Director’s donor-facing activity for Advancement reporting
• Arrange special events related to the Museum Directors’ office, senior staff, and a wide range of museum constituents
• Prepare agendas for Directors Cabinet meetings, attend and participate in meetings as requested
• Keeps abreast of Museum activity and updates, and the work of other teams, to update Director as needed and in preparation for meetings and events.
• Maintain confidentiality in all matters
• Take notes at meetings and file and disseminate as needed
• Provides confidential and high-level administrative support for a leader, including but not limited to maintaining files, correspondence, calls, reconcile credit card account and other expenses
• Perform other duties as assigned

Administrative Support for Senior Advisor and Secretary of the Board of Trustees:

• Provide administrative and logistical support to the Board of Trustees and its standing committees and task forces. Manage logistics for trustee and committee meetings (on and off site as well as virtual)
• Manage board meeting schedules, agendas, and materials, and minutes within Boardable, an online platform for board communication.
• Coordinate with board members to ensure timely access to meeting materials.
• Analyze and report on board meeting engagement and participation metrics
• Create and distribute board meeting packets via Boardable 
• Maintain and update active and emeritus trustee contact and email lists; update and manage terms and reappointments schedule, bios, and committee assignments.
• With Secretary to the board in and in consultation with Committee Chairs and staff liaisons, prepare and distribute agendas and other materials for board meetings and standing committee meetings
• Take minutes at board meetings and file and disseminate as needed
• Maintain Boardable Software:
• Ensure the Boardable platform is up-to-date and functioning smoothly; work to understand maximal impact of tool for board communications 
• Regularly update user access and permissions for board members and staff.
• Configure and customize Boardable settings to meet the organization's needs.
• Monitor and troubleshoot issues related to Boardable, liaising with support as needed.

Requirements

Preferred Qualifications

• Working knowledge of CRMs and/or Tessitura software
  • Experience in managing board management software or similar platforms
  • Strong technical skills with the ability to troubleshoot software issues
• 3+ years of not-for-profit experience, visual and/or performing arts highly preferred

Required Qualifications

• Four-year college degree or equivalent work experience
• Excellent office and computer skills
• Exceptional skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities and problem solve
• Represent MASS MoCA in a professional, constructive and compelling manner to stakeholders at meetings and public events. 
• Strong verbal and written communication skills.
• Flexibility, resourcefulness, and proactiveness.
• Requires exceptional confidentiality and trustworthiness
• Excellent customer service abilities.
• Demonstrated ability to self-monitor and be proactive
• Excellent skills and experience with Microsoft Office and Google Suite, working with databases and internet research 
• Demonstrated team player with a strong collaboration ability
• Demonstrated ability to adapt to changing priorities and schedules
• Ability to take initiative with projects to work both independently and with the team
• Knowledge of telephone and electronic mail protocol
• Ability to prioritize and complete multiple tasks, error free, in a fast-paced environment while ensuring that deadlines are met

Physical Qualifications

• Dexterity and coordination, sufficient to perform essential functions.
• Must be able to sit for long periods of time. 
• Ability to perform administrative and computer-based tasks for up to 4.5 hours at a time.
• The ability to be mobile (including, but not limited to walking, bending, squatting, crouching, twisting, kneeling, reaching, etc.).
• Ability to lift/carry/push/pull objects that weigh up to 25 pounds as needed.
• Must be able to wear PPE as needed

MASS MoCA strongly encourages employees to be up-to-date with their COVID-19 vaccinations.

Minimum Starting Salary:  $70,000 (exempt)

To Apply: 

Submit a cover letter and resume. Please use your cover letter and resume to convey your experience and why you feel it is relevant to the position described.