Aspen Art Museum

Position Title: Executive Assistant to the Director

Reports to: CEO and Director

Department: Executive

Employment Status: At-Will, Full-time

FLSA Status: Salary, Exempt

General Purpose Statement

Fantastic opportunity for an experienced, highly organized, and flexible Executive Assistant to the Director in beautiful Aspen, CO! Looking for a highly intelligent, resourceful individual with exceptional communication skills and organizational ability needed to support a busy executive. The Executive Assistant to the Director reports directly to the Nancy and Bob Magoon CEO and Director and provides all administrative, personal, and clerical support to the Director. Major areas of assistance include: maintaining personal and executive schedule, arranging travel, planning and organizing meetings, functioning as administrative representative for the Director, executing Director’s correspondence, office reception, and file management.

Mission

The Aspen Art Museum is a non-collecting institution presenting the newest, most important evolutions in international contemporary art. Our innovative and timely exhibitions, education and public programs, immersive activities, and community happenings actively engage audiences in thought-provoking experiences of art, culture, and society.

Essential Duties and Responsibilities

Assisting CEO and Director

• Must have at least three-plus years of personal and/or executive assistant experience.
• Attention to detail, excellent communication, and strong organizational skills are a must.
• Manages Director’s personal and executive daily schedule and calendar.
• Acts as liaison between Director, museum departments, and staff as needed.
• Must have excellent computer skills and a strong command of Microsoft Office, Outlook, Word, Excel, & PowerPoint.
• Coordinates Board and Committee meetings, including scheduling, securing location, creating presentations, assimilating materials, and other communications.
• Ability to work flexible hours that align with the Director’s schedule.
• Ability to work in a fast-paced and highly collaborative environment.
• Friendly and professional demeanor.
• An active approach to problem solving is essential.
• A high level of confidentiality is imperative.
• Serves as liaison for the Board of Trustees.
• Records and archives minutes of Board, Board Executive Committee, Strategic * Planning Committee, Committee on Trustees, National Council, and National Council Executive Committee meetings.
• Communicates with Board members, National Council members, artists, and others on Director’s behalf when necessary.
• Plans Director’s travel and creates itineraries, including transportation, accommodations, meetings, gallery visits, and reconciles travel expenses.
• Supports Director’s roles and responsibilities in professional associations.
• Drafts and executes Director’s correspondence.
• Assists Director in professional and personal errands.
• Manages presentations, documentation, and record-keeping for Director.
• Reconciles Director’s monthly credit card statements and bills.
• Assists with Director’s special projects, conducting research and presenting results as needed.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of art and AAM mission, department policies, and procedures.
• Proficiency in standard computer applications and programs, e.g., MS Word, email, MS Excel, PowerPoint, and file management.
• Excellent organizational skills, attention to detail, and the ability to multitask under pressure in a fast-paced, team-oriented environment.
• Ability to provide excellent customer service skills and conflict resolution skills.
• Ability to be both friendly and authoritative.
• Ability to communicate effectively with individuals of varying social and cultural backgrounds.
• Ability to work independently as well as an integral part of a team.
• Ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
• Ability to read, understand, and complete written and verbal requests and work assignments.
• Ability to read and interpret documents such as correspondence, proposals, product information manuals, and instructions.
• Ability to represent the museum with a high level of integrity and professionalism, adhere to museum policies, and support management decisions in a positive, professional manner.
• Independent judgment is required to plan, prioritize, and organize a diversified workload.
• Ability to present multiple options to complex situations.
• Dependability, flexibility, and adaptability in a dynamic event-driven environment with a demanding exhibition and program schedule.
• Ability to work evenings, weekends, and some holidays.

Requirements and Qualifications

BS/BA degree from an accredited college or university and at least three years of relevant, progressively responsible experience in administrative support in a professional office environment, or any other combination of experience that provides the required knowledge, skills, and abilities may be considered. Working knowledge of art history, especially contemporary art and the international contemporary art world, a plus.

Mental and Physical Abilities, Work Environment

• Ability to lift 25 pounds
• Clear diction and adequate hearing are necessary for effective communication with donors, coworkers, and the public
• Ability to communicate orally and in writing
• Ability to operate a motor vehicle
• Ability to work regularly in an open environment with both visual and audible distractions
• Must be able to push and pull entrance and exit doors open or closed
• Corrected vision close to 20/20, ability to perceive color
• Ability to stoop and kneel
• Exposure to extreme conditions such as heat, cold, wet, dry, various odors, fumes, smoke, noise, vibrations, dust, or intense light when performing job duties
• Work is performed in both indoor and outdoor environments. Work is generally performed inside in a climate-controlled environment with light background noise. Outdoor work varies with the event, exhibition, season, and staffing needs

Hours and Work Schedule

This is a salaried position requiring availability for weekend, day, evening, and holiday shifts. This position is exempt from the Fair Labor Standards Act and will not receive overtime pay for hours worked in excess of forty in a seven-day workweek or over twelve hours per day.

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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