Full-time; Benefits Eligible
ABOUT THE BIGGS MUSEUM OF AMERICAN ART
The Biggs is a dynamic, accredited art museum in Dover, Delaware, founded in 1993 by collector Sewell C. Biggs. The Museum is nationally recognized for our exceptional collections of American decorative arts of Delaware and the Delaware River Valley, and for our collections of American art from 1700 to today. Over the past 30 years, the Biggs has doubled its exhibition space and programs. We welcome thousands of visitors per year and have a growing, engaged membership base. The Museum staff and board recently finalized a five-year strategic framework, including a Diversity, Equity, Accessibility & Inclusion Plan.
POSITION SUMMARY
The Executive Administrator is responsible for ensuring the smooth day-to-day operations of the Director’s Office. This includes providing support to the Board President and serving as the board liaison. This position requires exceptional organizational and communication skills, along with a calm-under pressure demeanor, given the fast-paced environment of the Director’s Office. This position works closely with all museum departments and engages with external constituents thus requires an exemplary level of professionalism.
ESSENTIAL FUNCTIONS
• Provide administrative support to the museum director as required.
• Represent and communicate effectively on behalf of the museum director.
• Manage museum director’s calendar and the institutional calendar.
• Manage museum director’s correspondence and other written materials as well as presentations, including drafting documents on his behalf.
• Create and manage itineraries for major museum events;
• Work independently on high-level projects as assigned by the museum director.
• Maintaining active paper and electronic files and personnel files.
• Set up meetings and video calls including general meeting prep including meal and travel arrangements as needed.
• Maintain museum contracts and insurance.
• Work directly with the Museum’s IT company to resolve technicalities and manage phone system.
• Manage the human resources cycle from posting of job vacancy to onboarding and training, managing staff paid time off protocols. Update all employee HR-related information and maintain personnel files.
• Work directly with the Board President, creating required materials; scheduling and coordinating meetings, logistics and catering; preparing and distributing meeting documents, and taking meeting minutes. Archive all board documents.
• Assist when needed with processing invoices and bills, enter payments via database, prepare weekly bank deposits, assist with auditing process.
• Maintain office-filing systems both paper and electronic including our SharePoint file database.
• Maintain key administrative lists and spreadsheets for office.
• Assist in the planning of logistics for major events; point-of-contact for catering, rentals, event set up, etc.
• Respond to emergency situations at the museum as required.
• Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- 5+ years of relevant administrative experience in support of a senior organization leader.
- Post high school education or training is preferred.
- Highly energetic with a positive attitude that is driven, creative and resourceful.
- Polished customer service skills.
- Professional and personable demeanor; interact effectively and appropriately with diverse groups of colleagues and visitors.
- Computer and database skills are required and essential.
- Proficient in Microsoft Office 365 Suite of products including Word, Excel, Power Point, Outlook, Teams and One Drive/SharePoint. Ability to effectively access customer relationship management database, input information, and generate reports.
- Proficient in setting up and running hybrid meeting involving in-person and remote participation.
- Flexibility and the ability to make thoughtful independent decisions in a fast-paced environment.
- Strong verbal and written communications skills.
- Ability to meet ongoing deadlines and deliver an accurate work product.
- Ability to follow oral and written instructions; maintain cooperative working relationships; demonstrate sensitivity to and respect for a diverse population.
- Work independently with moderate supervision.
- Ability to troubleshoot systems and to think creatively to solve problems.
WORK SCHEDULE
This is a salaried position and is classified as exempt from the payment of overtime. Thirty-five (35) hours per week are scheduled, Monday – Friday from 9 AM – 5 PM including a one-hour unpaid lunch. However, additional hours are at times required to meet the position requirements, which could encompass extended work days. The responsibilities and required interactions of this position are not conducive to work from home arrangements. Must reside in the vicinity of Dover, DE or be willing to relocate within a reasonable time after beginning work.
PHYSICAL/MENTAL/SENSORY DEMANDS
The work environment characteristics described here are representative of those an Executive Administrator encounters while performing the essential functions of the role:
Climate controlled art museum with display galleries, standard offices, museum shop, and other non-public spaces. Work is performed primarily indoors and occasionally outdoors, in lobbies, art display galleries, public spaces and non-public offices. Compliance with Museum health and safety-related protocols. While performing the duties of this job, the employee is frequently required to receive oral and written instructions in English and to clearly communicate in English in person, over the telephone, through email and through other electronic means. The employee is required to move about their work area, between galleries and storage areas, ascend and descend stairs; and stand and/or sit for extended periods of time. The employee is occasionally required to lift, drag and/or move up to 25 pounds unassisted. The employee is required to identify, observe, and assess visually or otherwise.
Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent the Biggs may do so without undue hardship. The term “Qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.
DISCLAIMER
The preceding job description has been designed to indicate the general nature and essential functions and responsibilities of work performed by the employee in this job position. It may not contain a comprehensive list of all duties, responsibilities, and qualifications required for this role. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
SALARY & BENEFITS
$42,000 per year plus a comprehensive benefit package that includes:
• Generous paid time-off programs
• Medical, Dental & Vision insurance plus Life, AD&D, Short Term/Long Term Disability insurances – offered at no charge for employee coverage.
• Retirement savings program with 3% employer match.
INTERESTED APPLICANTS
We are committed to an inclusive workplace and actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex (including pregnancy), sexual orientation, veteran status, or any other protected status.
Please send a resume AND cover letter addressed to natalie.osorio@thebiggsmuseum.org. Submissions will be reviewed as received. No phone calls, please.