Executive Assistant to the Director

Position Overview

The Spencer Museum of Art explores the capacity of art to spark curiosity, inspire creativity, and create connections among people. Located on the University of Kansas campus in Lawrence, the museum houses an internationally known collection that is deep and diverse, currently numbering approximately 48,000 artworks in all media.

The Executive Assistant to the Director is responsible for managing the day-to-day operations of the Director’s office. Primary duties include coordinating the Director’s schedule and travel and assisting with special projects and events. The Executive Assistant to the Director may also prepare collection- and program-related materials and facilitate data analysis and preparation for meetings and presentations. Additionally, this position serves as one of the primary staff members on-site one weekend day each week, providing front-line support at the Welcome Desk for all visitor experience activities. Strong customer service, communication, research, writing skills, confidentiality, adaptability, and flexibility are imperative.

Job Description

Administration (50%)

  • Work in partnership with the Director and relieve the Director of administrative, clerical, scheduling, and business details by overseeing day-to-day operations.
  • Arrange meetings, prepare agendas, attend and document meetings, and provide follow-up support.
  • Arrange and process all travel for the Director, including working with the Museum’s Operations department and Campus Administration & Operations Shared Service Center (CAO-SSC) to complete travel authorizations and financial transactions using a University credit card.
  • Research and summarize disparate materials into succinct and accurate reports and documents, and assist with editing documents for the Director and the institution at large.
  • Draft letters, memos, and other correspondence and prepare reports for the Director, synthesizing museum-wide information of exhibitions, events, and programming.
  • Develop proficiency with all Museum databases and software programs for the purpose of gathering, synthesizing, and organizing information.
  • Monitor relevant news and information sources to gather noteworthy happenings in the community, university, and art/museum fields to share the Director; draft relevant correspondence as directed.
  • Assist administrative staff with general office duties, including answering main telephone lines and distributing mail.
  • Provide strong technological support for the Director, including Microsoft Outlook and Microsoft Office Suite to create materials for lectures, talks, and presentations.

Visitor Experience/Welcome Desk (20%)

  • Manage on-site operations at the Museum’s Welcome Desk during Saturday public hours and other weekday/weekend hours as needed, including—but not limited to—welcoming and orientating guests, overseeing shop sales, and capturing visitor feedback.
  • Support weekday and weekend events and public programs as needed and available, including managing logistics, assisting with set up and striking equipment, and help managing vendors.

Development (15%)

  • Work with the Advancement and Planning Department as needed to coordinate advancement-related tasks.
  • Assist in maintaining donor files and database relative to the activities of the Director; track correspondence, information, and meetings related to donors, donor prospects, and foundations electronically using appropriate Museum database and filing systems.
  • Serve as a point of contact for donors, staff, and KU constituencies in relationship to Director.
  • Provide planned and impromptu tours of the collection and facility to visitors and guests of the Director.
  • In collaboration with the Advancement and Planning Department, help organize and staff receptions and events (catering, invitations, and other logistics) for donors, prospects, and both advisory boards. Set up and strike equipment and track attendance.

Special Projects and Research (10%)

  • Conduct and organize research on the museum collection, art museum trends—including diversity, equity, access, and inclusion—and other content-specific areas, as needed.
  • Produce visual aids that summarize and present content and data.
  • Work collaboratively with interdepartmental museum teams on projects related to museum administration and special initiatives.
  • Assist the Director with course-related administrative tasks, in the event of the Director teaching a course.

Other Duties as Assigned (5%)

  • Participate in museum- and campus-wide initiatives and trainings, including those related to diversity, equity, accessibility, inclusion, and belonging.
  • Attend all staff meetings.
  • Assist and participate in other initiatives as they arise and in concert with supervisor.

Position Requirements

  1. Available to work Saturdays 11:45 am – 5:15 pm.
  2. Available occasional evening and additional weekend hours with advance notice.

Required Qualifications

  1. Bachelor’s degree and seven years of office experience or High School diploma or GED equivalency and 10 years of office experience.
  2. Excellent writing and editing skills, as evidenced by application materials.
  3. Experience creating concise reports and written documents, drawing together a variety of information and presenting finished products with great accuracy as evidenced by application materials.
  4. Excellent computer skills, including Microsoft Outlook, Word, PowerPoint, Adobe Acrobat Pro, and general digital literacy for troubleshooting technical problems as demonstrated on application materials.
  5. Experience requiring organizational skills and attention to detail as evidenced by application materials.

Preferred Qualifications

  1. Experience presenting qualitative and quantitative information in a visual format.
  2. Experience arranging domestic and international travel.
  3. Experience that required use of digital and library research skills.
  4. Experience with an art museum.

Additional Candidate Instructions

A complete application requires: 1) on-line application; 2) current resume; 3) a cover letter addressing required qualifications; 4) complete contact information for three professional references.

Application review will begin on Monday, May 20, 2024 and will continue until a qualified pool of applicants is received. To ensure consideration apply by the review date above.

Contact Information to Applicants

Jennifer Talbott, jenneu@ku.edu

Advertised Salary Range

Starting at $46,000, commensurate with experience

Work Schedule

KU Lawrence Campus, .80 FTE on-site (Tuesday-Saturday, 8:30AM-5PM), with opportunity for .20FTE remote work

Application Review Begins

Monday May 20, 2024

Anticipated Start Date

Monday June 10, 2024

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Posting Information

  • Posting ID:  27842BR
  • Department:  Spencer Museum of Art
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  Hybrid
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  20-May-2024

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