GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
The Assistant for Board Activities assists the Administrator for Board Activities with all Board-related work and in other administrative functions. This person will be responsible for assisting with the preparation and follow up for all Board of Trustees meetings, Board Committee meetings, and Task Force meetings including scheduling meetings, tracking attendance, drafting correspondence and meeting minutes, maintaining various lists to assist research projects, answering phone and email inquiries, managing calendars, and other various administrative duties.
Please provide a cover letter with your application.
PRIMARY RESPONSIBILITIES & DUTIES:
Assist the Administrator for Board Activities in all Board-related work
Help coordinate and maintain the fiscal year schedule of the meetings for the Board of Trustees, Board Committees, Task Forces, and Visiting Committees with multiple departments and key persons
Serve as primary liaison for the members of the Board of Trustees for all Board-related matters and inquiries
Schedule prep meetings and other appointments for the Museum's Co-Chairs of the Board and Trustees as necessary
Draft minutes for Board of Trustees and Executive Committee meetings
Draft and send correspondence to the Board of Trustees, including invitations to meetings, memos confirming Board work, and letters from the Director, General Counsel, and Co-Chairs of the Board, as necessary
Draft invitations and rotate-off letters for the Museum's Visiting Committees and maintain records of Visiting Committee membership
Maintain and distribute the Trustee Address and Photo Directories to Trustees and key staff who work with Trustees
Maintain various lists including the current Trustees, Board Committees, Trustee Task Forces, Visiting Committees, and email blocs.
Maintain Trustee attendance files and produce the annual Trustee attendance reports which assist the work of the Nominating and Governance Committee
Manage and maintain the Museum's electronic materials system, Diligent Boards, including distributing meeting materials, creating new accounts, handling access and permissions, and providing technological support to staff, assistants, and Trustees
Assists with set-up and break-down for Board of Trustees and Board Committee meetings including charging and setting up iPads to display meeting materials and assisting with media dry runs
Help maintain digital Trustee files
Administer the annual ethics questionnaire for Trustees, staff, and advisors via Microsoft Forms and prepares results for outside auditors
Coordinate the archival process of Board materials and other Counsel's files and maintain the database for the record
Assist with special projects, including surveys for government and other organizations and research to support Museum initiatives
Other Counsel's Office related duties (such as mail, filing, answering phones, and coverage for attorneys when other assistants are out)
Other duties as assigned
REQUIREMENTS & QUALIFICATIONS:
Bachelor's Degree, required
Knowledge of Zoom, Adobe Acrobat Pro, Microsoft Word, Excel, Outlook, PowerPoint, Teams, and Forms required
Knowledge of TMS and Adobe InDesign preferred
Previous work experience in an administrative environment, required
Able to communicate effectively both verbally and in written form, required
Detail-oriented and very organized, required
Able to work as a member of a team as well as independently, required
Experience with specific board affairs administrative functions preferred
COMPENSATION RANGE:
Pay Range: $34 - $36/hourly
The advertised pay scale reflects the good faith minimum and maximum salary range for this role. The advertised pay scale is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate may be dependent on a variety of factors including, but not limited to, the candidate's experience, education, special licensing or qualifications, and other factors.