Job Listing

Executive Assistant to the Director/CEO

Norton Museum of Art, West Palm Beach

Exciting opportunity at the Norton Museum of Art! We are seeking an Executive Assistant to our Director/CEO.  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.

The Opportunity: The Executive Assistant provides high-level executive support and is member of the museum leadership team. They will direct the general office workflow, manage extensive calendaring, budgeting, event planning, organize high volumes of email, and handle inquiries from a wide range of people including staff, Board and committee members, donors, and visitors.  Project work will be varied and complex.  In addition, there is a strong focus on gathering, interpreting, and presenting data and metrics.

The Director’s office oversees a team of 90+ individuals encompassing the Education, Development, Strategic Communication, Finance, Facility and Administration, Curatorial and HR departments.

Responsibilities include:

  • Manages the Director/CEO’ office, overseeing all daily activities.  Keeps the Director/CEO, briefed on all activities.  As directed, coordinates Museum-wide staff activity and monitors progress on a regular basis. 
  • Support Senior Staff by scheduling meetings, taking minutes and documenting actions to be taken.
  • Collaborate closely with Museum Board Liaison staff and interact with Trustees, Donors, staff, and the public.
  • Work independently, coordinating communications including collaboration with Director of HR for any internal communications and events.
  • Collaborate with the Development Department for donor and member invitations and mailing lists.
  • Research, collect and analyze information on important metrics, responding to questions, organize and prepare for meetings/events, including research on individuals, institutions or works of art.
  • Prepare a variety of written and printed materials, including emails, correspondence, and documents. Proofread and/or edit correspondence, prepares meeting minutes, publications, and presentations.
  • Plans, participates, and interacts as appropriate during meetings and Museum events. Evening and weekend hours required as needed.
  • Schedule all aspects of travel for Director/CEO, including international travel. 

Qualifications: 

  • Minimum seven (7) years of relevant / applicable work experience, preferably including office management.
  • This role requires advanced calendar management skills.
  • Proficiency in proofreading skills and the ability to take detailed meeting minutes will need to be demonstrated as part of the interview process. 
  • Strong interpersonal skills with a high degree of sensitivity for confidentiality and diplomacy; able to maintain a pleasant composure and helpful mind set in all situations.
  • Ability establish and maintain effective work relationships with all individuals across and external to the Museum, excellent oral and written communication skills required.
  • Attention to detail and a high degree of accuracy. Demonstrated competencies in project management aptitude/approach, leadership, training, team building, decisiveness, problem solver.
  • Proficiency in Spanish language strongly preferred.
  • Ability to adapt to changing work priorities, coordinate multiple projects, and plan, coordinate, and work independently and prioritize workload under ever-evolving circumstances.
  • Solid problem-solving skills and abilities.
  • Demonstrated competence in using computer applications such as Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) plus experience with databases, such as Altru, and project management.
  • Associate degree required.   Bachelor’s degree preferred.

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

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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