Executive Assistant to the Director & CEO

Job Description | Executive Assistant to the Director & CEO

Division | Director & CEO’s Office

Reporting Relationship | Director & CEO

FLSA Status | Exempt

About The Newark Museum of Art:

We acknowledge the traditional homelands of the Lenape, also known as the Delaware, upon which The Newark Museum of Art resides.

We welcome everyone with inclusive experiences that spark curiosity and foster community.

Founded in 1909 and located in New Jersey, The Newark Museum of Art (NMOA) is the state's largest museum and ranks twelfth nationally in terms of collection size. Global and diasporic, the collection includes more than 130,000 artworks, as well as significant holdings of science and natural history. From the ancient world to the art of today, NMOA boasts exceptional quality and depth in the Arts of Global Africa; Arts of Global Asia, featuring a renown Tibetan collection and Buddhist altar; Arts of the Americas, with particular strength in Native American art; Arts of the Ancient Mediterranean, and Decorative Arts.

Visitor-and community-centered, NMOA responds to the evolving needs and interests of the diverse publics it serves by offering exhibitions, programming, a research library, paid internships, and local and global partnerships. A four-acre campus includes the National Historic Landmark Ballantine House (1885); the Ward Carriage House (1868); the Old Stone School House (1784); and the Alice Ransom Dreyfuss Memorial Garden. NMOA has launched an era of transformation to create an engaged citizenry by reimagining the role of the art museum for the 21st century.

Job Summary:

The Executive Assistant provides high-level, trusted support to the Director & CEO of The Newark Museum of Art. This role provides comprehensive administrative support, manages complex scheduling, prepares materials for meetings and Board engagement, tracks priorities and follow-up, and coordinates communication from the Director’s office. The Executive Assistant also manages sensitive projects and a wide range of responsibilities essential to the smooth and effective operations of the executive office, ensuring that the Director & CEO is well supported across their activities and priorities. The ideal candidate brings consistent administrative experience, including direct support of a C-level nonprofit leader, strong proficiency with administrative tools, a working knowledge of nonprofit structures, and exceptional written and verbal communication skills.

Work Schedule:

This position is full-time.

Responsibilities:

• Coordinate and manage the Director & CEO’s calendar, including meetings, travel, and logistics for any and all activities involving the Director & CEO.
• Manage priorities and provide administrative support for the Director & CEO to ensure the office runs efficiently and effectively.
• Act as the primary liaison between the Director and internal and external stakeholders, handling correspondence with diplomacy, discretion, and professionalism.
• Send the Director & CEO a daily schedule highlighting meetings and key details.
• Track projects, commitments, and follow-up items to ensure deadlines and responsibilities are met.
• Prepare executive briefing notes, background materials, and presentations to support meetings and decision-making.
• Draft and edit correspondence, reports, and presentations on behalf of the Director & CEO.
• Serve as the key point of contact between the Director & CEO and staff, helping coordinate communication and next steps.
• Maintain organized files, records, and contact lists for the Director & CEO’s office.
• Track and manage the Director & CEO’s budget and expenses.
• Prepare and process expense reports and reimbursement requests.
• Support special projects and initiatives led by the Director & CEO.

• Coordinate scheduling and communication between the Director & CEO and the Board of Trustees.
• Assist in the preparation and distribution of materials for board and committee meetings, including agendas, minutes, and supporting documentation.
• Manage logistics for board meetings, retreats, and committee sessions in coordination with the Manager, Administration.
• Record meeting notes and track action items to support follow-up.
• Maintain board records and governance documents with accuracy and discretion.
• Maintain records for the Board of Trustees including bios, headshots, and committee lists.
• Manage all relationships professionally, sensitively and confidentially.

• Assist in coordinating organizational initiative meetings involving the Director & CEO; ensure the Director & CEO is aware of all organizational and operational activities.
• Ensure the Director & CEO is aware of all activities locally, nationally, and globally that may support the sustainability and awareness of the Museum.
• Serve as the primary note-taker in board meetings, leadership team meetings, and other meetings involving the Director & CEO; track key action items and ensure on-time delivery.
• Ensure shared areas and meeting rooms are well-organized and maintained to support a professional and welcoming office environment in coordination with the Manager, Administration.
• Maintain organized filing systems and records for the Director & CEO’s office.
• Coordinate meeting space, materials, and other logistics for meetings and events hosted by the Director & CEO’s office.
• Support improvements to office processes and general administrative needs as directed by the Director & CEO.

Knowledge, Skills, and Attributes:

• Minimum of six (6) years of progressively responsible experience in executive administration, operations, or chief of staff roles, preferably in museums, cultural institutions, or complex nonprofits.
• Experience taking meeting minutes and supporting a C-level nonprofit leader required.
• Bachelor's degree preferred; Business Administration, Arts Administration, Nonprofit Management, or a related field a plus.
• Demonstrated proficiency with administrative tools, including Microsoft Office (Word, PowerPoint, Excel, Outlook, etc.) as well as Adobe Acrobat.

• Proven expertise in managing an executive office and optimizing administrative functions.
• Skilled at managing multiple complex priorities and deadlines in fast-paced, demanding, and dynamic environments.

• Extensive experience liaising with Board of Trustees or Directors a plus.
• Exceptional organizational, planning, and project management skills with meticulous attention to detail.

• Superior written and verbal communication skills, including drafting high-level correspondence, reports, and presentations for diverse audiences.
• Strong interpersonal skills with the ability to build rapport and effectively communicate with stakeholders at all levels.

• Demonstrated ability to exercise discretion, maintain strict confidentiality, and handle sensitive information with the utmost integrity and professionalism.

• Proactive problem-solver with strong analytical, critical thinking, and decision-making skills.

• Proficiency in office management software, calendaring, enterprise resource planning (ERP) systems, database applications, and virtual communication platforms.

• Willingness and ability to occasionally work and perform some tasks on evenings and weekends as needed.
• Passion for arts and/or science.
• Exceptional writing, research, organizational, technology and time management skills.

Working Conditions/Physical Demands:

• Primarily performed in a professional office environment, with significant time spent utilizing computer and communication devices.
• Ability to remain in a stationary period for extended periods of time, move about, access, and operate computer equipment.
• Ability to occasionally lift and move up to fifteen (15) pounds.
• Ability to move throughout the Museum’s offices, galleries, facilities, and meeting spaces to engage with staff, trustees, and external partners.
• Ability to navigate accessible public and administrative areas of the Museum, including use of elevators.

Salary: $65,000–$75,000 annually, based on experience and expertise; includes a comprehensive benefits package, including medical plan, dental plan, vision, life insurance, Pension, 401K retirement, and generous paid time off

The Newark Museum of Art is an Equal Opportunity Employer. Upholding this commitment, we prohibit discrimination and harassment of any type and afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. This commitment applies to all aspects of employment, including but not limited to recruitment, hiring, compensation, training, promotion, placement, transfer, layoff, recall, leaves of absence, and termination.

We embrace a culture of inclusive excellence, ensuring that people of all backgrounds, identities, or abilities are empowered to explore, learn, contribute, and engage with the arts. Since its founding in 1909, the Museum has been grounded in the belief that art and learning are for everyone. The Museum reaffirms its dedication to this inclusive vision, which has shaped its aspirations, actions, and policies for over a century. More information on the Newark Museum of Art’s commitment to a culture of inclusive excellence can be found here.

The Newark Museum of Art is dedicated to the full inclusion of all qualified individuals. As an integral part of this commitment, reasonable accommodation may be provided to applicants and employees to support them in performing the essential functions of their roles, unless doing so would cause undue hardship for the organization. For inquiries regarding reasonable accommodation, please contact accessibility@newarkmuseumart.org.