Administrative Assistant - Full-time / Part-time

The ideal candidate is ambitious, a art history grad who is interested in a career in visual arts and museums with experience in phone/email responsiveness, graciousness and massive scheduling. Someone with a degree from Stanford or similar institution is preferable. 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 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 QUALIFICATIONS: The Executive Assistant must have excellent employee-relations 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. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.