Executive Assistant for Administration

Title: Executive Assistant for Administration

Reports to: Director and CEO

The Hudson River Museum seeks a highly organized Executive Assistant for Administration to provide the highest level of executive support and coordinate the day-to-day operations of the Director and CEO’s Office. This successful candidate is a resourceful self-starter who can take initiative to manage multiple projects and represent the Director and CEO’s Office in a professional, streamlined, and polished manner.  Exceptional written and verbal communication skills, and attention to detail, are necessary to ensure successful large and small-scale projects.

The position also works closely with the Assistant Director, Development and team, supporting fundraising activities including the Annual Fund campaign, Major Gifts, the Fund for HRM, and the Annual Gala. This position will be 5 days on site at HRM.

Essential Duties and Responsibilities:

• Manage all aspects of day-to-day activities in the Office of the Director and CEO; serve as point person for the Director and CEO’s Office, managing incoming calls and mail
• Maintain the Director and CEO’s calendar and schedule of appointments, including allocating time for strategic work. Make travel and guest arrangements, as needed.
• Responsible for the coordination of Board of Trustees meetings (preparing agendas, confirming attendees, creating board reports, arranging all logistics including technical arrangements and materials, coordinating staff, board, and guest speaker presentations, and taking minutes).
• Serve as liaison to the departments and representative of the Director and CEO’s Office, internally and externally.
• Organize Director and CEO’s meetings, provide meeting materials, and ensure professional and timely follow-up.
• Assist with the Director and CEOs presentations, preparing well crafted slide decks and similar documents
• Draft and edit well-crafted, polished, and professional correspondence including thank you letters, grant solicitations, and contributions to annual reports.
• Process and track all incoming gifts and income; generate reports for the Annual Fund and Fund for HRM.
• Manage the donor database and mailing lists, entering all donations and gifts and building reports.
• Provide support to the Director and to the Assistant Director, Development for the Fund for HRM management
• Maintain accurate and up-to-date constituent records, including notes, contact reports, and engagement tracking in Patron Manager to support movement of donors through the pipeline, from prospects to active constituents and toward higher levels of giving
• Assist with strategies to convert one-time donors into recurring and monthly supporters
• Collaborate with the Director |CEO and the Assistant Director, Development on individual giving strategies and portfolio moves.
• Assist with requests from members of Board of Trustees
• Provide support for the Museum’s Annual Gala and assist with other special events
• Assist with preparation and submission of grant proposals, including generating supporting documents
• Support Weekly Staff meeting by preparing agendas; schedule meetings
• Review and compile information for the Museum’s professional memberships, including those of the American Alliance of Museums
• Other responsibilities as assigned.

Education, Experience and Skills:

• Knowledge of office practices; minimum of three years’ professional experience in progressively responsible administrative roles, preferably in nonprofit organizations
• Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters
• Excellent verbal and written communication and presentation skills
• Self-starter; demonstrated ability to proactively prioritize and manage time, juggle multiple duties and tasks, and meet deadlines
• Tech-savvy with strong computer skills, including a high degree of proficiency in Word, Excel, PowerPoint, Google Suite, and Canva or comparable tools for mailings, presentations, and invitations
• Experience in working with donor/member/customer databases
• Accessibility and availability to work, as needed, outside of normal business hours in response to regularly scheduled Board meetings, and availability to participate in occasional evening museum programs and events such as opening receptions or Board-related events
• Ability to maintain a highly professional, positive, and flexible demeanor with rapid and shifting priorities; an ability to be flexible and nimble in mindset
• Proven organizational ability, analytical skills, and excellent attention to detail
• Bachelor’s degree in business, arts administration, communications, or related field.

Benefits:

The Museum provides competitive compensation, and generous benefits and perks for all eligible employees, including:

• Competitive compensation
• The Museum pays 100% of premiums for medical, dental, and life insurance.
• 403(b) retirement plan
• Generous paid time off, including annual leave, sick leave, personal days and 13 Museum holidays
• Flexible spending accounts (pre-tax income for eligible health care expenses)
• On-site free parking and discount in Museum shop
• Access and free admission to numerous museums and cultural institutions
• Paid membership in the American Alliance of Museums (AAM).
• Standard worker’s compensation, short-term and long-term disability and unemployment insurance.
• Participation in TransitChek Commuter Benefit program

Compensation: $50,000-$52,000 annually.

To apply: email resume to [email protected]. Include “Executive Assistant” in the subject line.

Resumes without a cover letter will not be considered.

The Hudson River Museum is a pre-eminent cultural institution in Westchester County and the New York Metropolitan area. Situated on the banks of the Hudson River in Yonkers, New York, the HRM’s mission is to engage, inspire, and connect diverse communities through the power of the arts, sciences, and history.

The Museum offers engaging experiences for nearly every age and interest, with an ever-growing collection of American art; dynamic exhibitions that range from notable nineteenth-century paintings to contemporary art installations; Glenview, an 1877 house on the National Register of Historic Places; a state-of-the-art Planetarium; an environmental teaching gallery; and an outdoor Amphitheater. The Museum is dedicated to collecting, preserving, exhibiting, and interpreting these multidisciplinary offerings, which are complemented by an array of public programs that encourage creative expression, collaboration, and artistic and scientific discovery.