Job Listing

Assistant to the Director's Office

Norton Museum of Art, Palm Beach

The Norton Museum of Art is seeking a talented Assistant to the Director’s Office to join our team. The Norton Museum of Art presents original and traveling exhibitions of art, focused on five areas: Contemporary Art, American Art, European Art, Chinese Art, and Photography. The Museum also offers educational programming designed to serve the Museum’s diverse community.

JOB SUMMARY: The Assistant to the Director's Office of the Norton Museum of Art provides high-level support to the Director & CEO and the Chief of Staff. This includes assisting in general office workflow, calendaring, budgeting, travel (domestic and international), event planning, monitoring and organizing high volumes of email, managing business schedules, and handling inquiries, while at the same time using prioritization and time management skills to balance the execution of complex assignments. In addition, there is a strong focus on gathering and organizing data and metrics.

This position must work effectively with internal staff, from front line to Senior Staff, as well as external constituents including board and committee members, donors, museum professionals, scholars, guests, outside vendors and contractors, providing excellent customer service, clear organized direction and/or communication, and a high degree of confidentiality.

The Director’s office oversees a unit of 90+ individuals encompassing the Learning and Community Engagement, Development, Marketing and Communications, Finance, Facility and Administration, Curatorial, and HR and IDEA (Inclusion, Diversity, Equity, and Accessibility) departments.

Responsibilities include:

ADMINISTRATIVE SUPPORT

  • Assisting the Chief of Staff & Governance in the management of the Director & CEO’s daily activities.
  • Supporting Senior Staff meetings, taking minutes and documenting actions to be taken in collaboration with the Chief of Staff & Governance, monitoring necessary follow-up actions.
  • Collaborating closely with the Chief of Staff & Governance in engagement with Trustees, Donors, staff, and the public.
  • Keeping the Director & CEO and Chief of Staff & Governance abreast of critical decisions to be made or deadlines to meet.
  • Managing general office workflow with a strong sense of urgency and the ability to work independently, while keeping momentum on time-sensitive projects.
  • Collaborating closely with the Development Department on donor, member, and prospect engagement involving the Director's Office.
  • Assisting the Chief of Staff in researching, collecting, and analyzing information on important metrics.
  • Organizing and preparing for the Director's Office meetings and events, including logistics and research on individuals, institutions, or works of art.
  • Scheduling all aspects of travel for the Director & CEO, including international travel.  Responsibilities include scheduling appointments, arranging for accommodations and special meals, air, rail, and ground travel, preparing trip itineraries, managing check requests and expense reports.
  • Preparing and/or proofreading a variety of written and printed materials, including emails, correspondence, and documents.
  • Planning, participating, and interacting as appropriate during meetings and Museum events; evening and weekend hours required as needed.
  • Reviewing Director's Office expenditures and tracking expense budgets.
  • Preparing corporate credit card reconciliation.
  • Other duties as assigned.

QUALIFICATIONS

  • Strong interpersonal skills with a high degree of sensitivity for confidentiality, diplomacy, hospitality, and courtesy.
  • An ability to maintain a pleasant composure and helpful mindset in all situations.
  • An ability to establish and maintain effective work relationships with all individuals across and external to the Museum.
  • Excellent oral and written communication skills.
  • Strong calendar management skills.
  • Attention to detail.
  • Demonstrated competencies in project management.
  • Ability to adapt to changing work priorities, coordinate multiple projects, and perform duties under pressure.
  • Ability to plan, coordinate, and work independently, exercising sound judgment.
  • Demonstrated proficiency with computers and with the Microsoft Office, including Excel, PowerPoint, Word, Altru, TMS, Photoshop and Microsoft Outlook.
  • At least three years of increasing responsibility in office administration or executive assistant positions. Bachelor’s degree preferred.

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

  • This job operates in a professional museum and office environment.  This role routinely uses standard office equipment, such as computers, telephones, photocopiers, and similar. 
  • The flexibility, ability, and willingness to be available to support museum functions and events will be required, including some evening and weekend hours.  

For immediate consideration, please send an email with your resume, cover letter and references to:  HR@norton.org.   No telephone calls please. 

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The Norton Museum of Art is an Equal Opportunity Employer and celebrates a diverse team of talented and dedicated staff, docents, and volunteers.

 

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