Executive Assistant to CEO

Company: Uhalumni
Location: Honolulu
Posted on: February 11, 2025

Job Description:

Job Summary:The Executive Assistant is responsible for providing high-level administrative support to the Director & CEO and serves as key liaison for the Board of Trustees. The Executive Assistant works on a wide variety of complex assignments of a critical and/or confidential nature and serves as a crucial communication link between the Director & CEO, the Board of Trustees, and internal and external stakeholders.The Honolulu Museum of Art:Opened in 1927, the Honolulu Museum of Art is a home for art and education created for the benefit of the entire community. Founder Anna Rice Cooke envisioned a museum that would bring people together through the power of art and "the deep intuitions that are common to all." The museum was conceived of as a place of meaningful exchange and dialogue, celebrating the diverse artistic and cultural traditions of Hawai'i's multi-ethnic population. From this founding intention grew the museum of today, with a world-class encyclopedic collection of more than 55,000 works of art, representing a stunning breadth of places and eras, from all corners of the globe and from the ancient past to the present day.To learn more about HoMA, please visit our website: https://honolulumuseum.org/about-us/Minimum Qualifications:

• Bachelor's Degree or combination of relevant education and work experience.
• Five years of executive assistant experience supporting C-suite executives.
• Strong organizational and time-management skills, with the ability to self-direct and prioritize while managing multiple projects and demonstrating superior attention to detail.
• Naturally warm, sincere, and positive manner with superb verbal and written communication skills.
• Ability to think ahead, take initiative, and anticipate the needs of the Director & CEO.
• Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and show superior judgment during emergency situations.
• Professional demeanor with excellent interpersonal skills and emotional maturity.
• Confidence interfacing with a wide variety of stakeholders including staff, donors, trustees, VIPs, artists, and community partners.
• Proficiency with Microsoft Office Suite and Adobe Acrobat. Eagerness and ability to learn other technology and software tools as required.
• Ability to work evening and weekend hours occasionally, as required by the Director and museum schedules.
• Honesty, integrity, enthusiasm, perspective, and a strong work ethic supported by commitment and follow-through.
• Ability to work within and support a diverse community of visitors, artists, and employees.Desired Qualifications:
  • 10 years of experience supporting C-suite executives in a museum or nonprofit organization.
  • Knowledge of Board governance and best practices.
  • Familiarity with Tessitura or other CRM/Ticketing databases.
  • Experience in a museum environment or nonprofit organization with multiple sites and varying degrees of need.
  • Understanding of Honolulu Museum of Art's established identity and dedication to advancing it.
  • Manages calendars to ensure that the Director & CEO is organized and that their time is leveraged wisely. Proactively prepares the Director & CEO for all meetings.
  • Maintains a filing system for the Director & CEO and ensures materials are accurately maintained on OneDrive or as hard copy when necessary.
  • Drafts correspondence and other materials on behalf of the Director & CEO.
  • Makes travel arrangements for the Director & CEO and prepares detailed itineraries.
  • Ensures smooth operation of meetings, both in-person and virtual, by providing necessary support services such as technology and refreshments. Develops meeting materials and takes minutes, tracking action items for the Director & CEO.
  • Tracks expenses, completes reports, reviews invoices, processes reimbursements, and manages check requests for the Director & CEO.
  • Crafts high-quality PowerPoint presentations on behalf of the Director & CEO for Board presentations, special talks, and lectures.
  • Prepares the annual budget for the Director's Office and monitors quarterly variances.
  • Oversees the engagement of consultants for the Director & CEO, including contract administration and scheduling.
  • Manages time off requests and timecard approvals on behalf of the Director & CEO for all direct reports.
  • Manages special projects initiated by the Director & CEO as needed.
  • Provides administrative support to the Museum Leadership Team as required.Board Relations:
    • Acts as the primary administrative liaison to the Board of Trustees, fostering positive relationships and enhancing organizational effectiveness.
    • Schedules all Board and Committee meetings, ensuring proper attendance.
    • Prepares meeting agendas, materials, and presentations in consultation with the Director & CEO and the Museum Leadership Team.
    • Coordinates logistical and resource needs for Board meetings, including room reservations, parking, A/V setup, and catering.
    • Composes all Board and Committee meeting minutes.
    • Drafts Board resolutions and by-law amendments as needed.
    • Coordinates trustee orientations to familiarize new trustees with HoMA.
    • Responds to special trustee requests, including assisting with RSVPs for events and programs, booking parking, arranging special tours, and facilitating other personalized assistance as needed.General Administration:
      • Anticipates and addresses various administrative needs, remaining flexible and maintaining a positive and professional demeanor.
      • Receives, screens, and directs visitors and incoming telephone calls, determining priority and troubleshooting as necessary.
      • Maintains seamless operations in the Director's office, ordering and requisitioning office supplies in a timely manner and consulting with IT to resolve phone, computer, and printer issues.
      • Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others at all times, continuous training, and modeling inclusive behaviors.
      • In partnerships with HR, supports the leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff.
      • Performs other tasks and duties as assigned.Contact InformationContact: Sharon Stillman, Honolulu Museum of ArtEmail: [email -protected] Phone: (808) 237-5223
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Keywords: Uhalumni, Honolulu , Executive Assistant to CEO, Executive , Honolulu, Hawaii