Assistant to the Director and CEO

Winterthur Museum, Garden, and Library seeks an experienced professional to serve as the Assistant to the Director and CEO.  The Assistant is a liaison to the Winterthur staff and external constituents, providing administrative assistance, office management, and special project support for the CEO.  He/She handles a wide variety of substantially complex, diversified, and confidential tasks and projects.  He/She is entrusted with critically sensitive information and exercises considerable discretion as well as sound independent judgment. B.A. or B.S required; additional administration or project management training preferred. Minimum of 10 years post-college experience with at least five years in administration and/or project management.  Must be adept at all Microsoft Office applications, exercise excellent verbal and written communication skills as well as diplomatic skills, and be a consummate professional.  Position will remain open until filled.

POSITION OVERVIEW:

 The Assistant to the Director and CEO (“Assistant”) is a full-time, exempt-status position operating under the general supervision of the Charles F. Montgomery Director and CEO of Winterthur (“CEO”).   He/She reports to the CEO and is a member of the Director’s Office team, working closely with the Executive Assistant to the Board of Trustees and the senior staff.

The Assistant is a liaison to the Winterthur staff, providing administrative assistance, office management, and special project support for the CEO.  He/She handles a wide variety of substantially complex, diversified, and confidential tasks and projects.  He/She composes correspondence and reports requiring the knowledge of the CEO’s views and philosophy as well as an understanding of technical administration and museum matters.  He/She anticipates the CEO’s needs and critical agenda items, determining necessary resources as well as next steps.  He/she recommends and coordinates the CEO’s travel arrangements, meetings, and high-level discussions necessary to advance Winterthur’s mission and strategic plan.  He/She is entrusted with critically sensitive information and exercises considerable discretion as well as sound independent judgment.

ESSENTIAL FUNCTIONS:

 Serves as a liaison between the CEO, senior staff, Board of Trustees, donors, prospective supporters, and guests; maintains effective and professional relationships with all.

Provides coordination of special projects and initiatives of the Director’s Office.

Works closely with the CEO to draft correspondence, reports, memos, agreements, lectures, presentations, remarks, and other professional documents.

Reviews, prioritizes, and routes incoming snail mail/email correspondence; responds and provides follow up as appropriate, routinely resolving inquiries and complex issues brought to the CEO.

Maintains CEO’s calendar, coordinating VIP visits, special events, donor visits, on- and off-site meetings; plans, schedules, and handles logistics for meetings and travel, organizing materials and preparing agendas/minutes as necessary.

In collaboration with the CEO and Executive Assistant to the Board of Trustees, prepares and oversees the Director’s Office budget; processes invoices, contributions, expense accounts, and credit card statements.

Creates and maintains CEO’s electronic and paper files.

Serves as an ambassador of the CEO and Director’s Office to the Board of Trustees, senior staff, senior external colleagues, and current/prospective donors.

Undertakes other duties as assigned in the support of Winterthur.

QUALIFICATIONS:

 B.A. or B.S required; additional administration or project management training preferred.

Minimum of 10 years post-college experience with at least five years in administration and/or project management.

Strong oral and written communication skills as well as the ability to communicate professionally and well with all levels of staff and supporters; foreign language skills preferred.

Sound independent judgment, the ability to prioritize, be a self-starter, meet deadlines, and work in a fast-paced environment of evolving priorities.

Excellent technological skills; must be adept at all Microsoft Office applications; database experience preferred.

Demonstrated attention to detail and quality in all written work and projects.

Excellent verbal and written communication skills as well as diplomatic skills and a strong understanding of discretion; a consummate professional.

Ability to work beyond a 35-hour week, on evenings and on weekends as required.

Flexibility, reliability, and confidentiality essential.