Executive Assistant to the Director [Stanford University]

Executive Assistant to the Director

Job Number: 64509

Description
Iris & B. Gerald Cantor Center for Visual Arts at Stanford University
Executive Assistant to the Director

Provides management-level administrative assistance for the Director’s full range of responsibilities.

Administration
• Serves as primary point of contact and liaison between the Director’s office and museum staff and other University offices and external constituencies
• Develops and maintains effective and cordial working relationships with university wide staff, museum donors and volunteers. Greets and offers hospitality to Director’s guests
• Manages complex and rapidly changing calendar. Uses judgment in setting and prioritizing meetings and committing the Director’s time and attention, determining access with tact and sensitivity
• Organizes important donor events in conjunction with Development Department , meetings, and retreats
• Assures that Director has proper and complete preparation for events and meetings she attends and orchestrates necessary follow-up
• Performs routine office tasks, including handling and direction of incoming phone calls, creation and maintenance of filing systems, photocopying, developing and maintaining databases, directing Director’s incoming mail, arranging domestic and international travel for Director, and managing email when she is away
• Supports and participates in the Director’s Advisory Board and its committees and other committees. Regularly attends museum Department meetings as needed. Assists in the setting of meeting agendas, takes notes and writes them up for distribution, and ensures notes are disseminated appropriately
• Anticipates organizational issues across the museum departments as well as the University, and assists with problem solving, participating on project teams as appropriate
• Collaborates with staff across the museum’s various departments to accomplish specific projects such as IT upgrades and achievement of strategic planning goals
• Designs and produces material for high level meetings
• Other duties as assigned

Writing
• Composes and edits Director’s correspondence, including gift acknowledgements, letters of recommendation, and business letters
• Drafts and edits Director’s articles and reports for regular Cantor Arts Center publications
• Writes detailed reports on Cantor projects to inform donors about the use of their contributions and funds
• Writes newsletter and website articles as appropriate

Special Projects
• Assists with the development and implementation of special exhibition, collection, education, and marketing projects of the Director including the managing of budgets, meetings, and correspondence
• Serves as a curatorial liaison for Director’s exhibitions

Qualifications
The Executive Assistant must have excellent interpersonal skills and be able to work effectively with diverse people with a wide range of opinions. Must exercise a high degree of sound judgment, tact, discretion, diplomacy, and sensitivity, and maintain integrity with sensitive and confidential information. Must have strong and effective writing skills, including composition, editing, and excellent grammar. Must have superior oral communication skills and excellent interpersonal skills. Requires advanced computer skills including Postgrads, MS Office, Adobe Photoshop, and Internet browsers, with competence on both Apple and PC computer platforms. Experience with digital photography and basic graphic design would be helpful. Must have ability to learn new tools, techniques, applications, systems, and processes as needed. Must possess strong planning and organizational skills. Requires a person who can initiate projects, work independently, and be extremely reliable and effective at establishing and managing multiple priorities. Must be flexible, innovative, and receptive to taking on new and/or changing responsibilities. Must be aware of Cantor Arts Center’s mission, projects and programs with sufficient depth of understanding and interest to write about, represent, and support them effectively. Requires knowledge of museum staff roles and responsibilities, as well as a basic understanding of museum practices. Library, Internet, and other research skills are necessary. Prior experience in an art museum or other fine arts organization, or significant experience in an arts discipline is desirable. Working knowledge of a foreign language, such as French, German, Italian, or Spanish, will be useful. BA or higher degree in the arts and/or education is desirable.

Job: Administration
Location: School of Humanities and Sciences
Schedule: Full-time
Job Grade: 1A4

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford University is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and individuals with disabilities.

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