Primary Function: This position provides executive administrative support to the Neubauer Family Executive Director and President and Board of Trustees, serving as the primary point of contact for internal and external constituencies pertaining to this office. This role also acts as the liaison to the Board of Trustees and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Education/Training/Experience:

4-year degree.
Five years’ administrative assistant experience supporting C-level executives, preferably in a non-profit organization.
Superior computer skills, including Outlook, Word, Excel, and PowerPoint.
Excellent writing, spelling, proofreading and editing skills.
Flexible, with strong organizational skills.
Sound judgment and ability to work independently to identify priorities, handle multiple issues simultaneously, and meet deadlines.
Professional and courteous demeanor and the ability to handle confidential information.
Demonstrated event-planning success.

Clearances: Criminal Background-National

Physical Activities to Perform Essential Functions: To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:

Approximately 80%+ of time is spent seated while working at a desk.
Ability to occasionally transport up to 25 lbs. of files, equipment, or supplies.
Ability to move to access files, equipment or supplies.

Vision Requirements:

This position requires extended time on the computer.

Communication Requirements:

Clearly communicate in person, by phone, and by video conference.
Communicate with others in conversational and written English.

Working Conditions:

Position operates in hybrid work setting comprised of the Barnes’ Philadelphia campus and remote work setting indicated by the employee at their documented home address.
Position requires extended time on the computer.
Position operates in an environment that is generally free of noise, dust, temperature. extremes or other hazards.
Ability to work 40+ hour weeks, including evening and weekend work, is required.

Job Responsibilities:

Executive Support

Provides complete administrative support to the Neubauer Family Executive Director and President by: managing sophisticated calendars; keeping the President comprehensively informed about internal and external commitments and responsibilities; anticipating and preparing needed information and materials in advance of meetings; maintaining contact lists; planning domestic and international travel; and preparing monthly credit card reconciliation and reimbursement forms.
Plans, coordinates, and ensures that the President’s schedule is followed and respected by serving in a “gatekeeper” and “gateway” role to create win-win situations for direct access to the President’s time and office.
Provides a bridge for smooth communication between the President’s Office and internal departments while demonstrating leadership to maintain credibility, trust and support with staff.
Prioritizes conflicting needs; handles concerns proactively in a timely manner; and follows through on projects to successful completion, often with deadline pressure.
Provides advanced level of writing, editing and proofreading for the President in coordination with other departments, including presentations and meeting remarks, annual President’s report to the Board chair, staff emails, etc. Composes and prepares correspondence for the President’s signature. Designs PowerPoint decks for the President’s internal and external lectures, presentations and classes.
Manages a variety of special projects for the President to successful completion, often with deadline pressure.
Coordinates concierge-level visits, meetings, and tours for guests of the President and Barnes trustees, as well as for executive staff and trustees from other museums and cultural institutions.
Supports the President’s external activities with other arts, cultural and community organizations and nonprofits.

Board Support and Liaison

Serves as the President’s administrative liaison to the Barnes Board, maintaining discretion and confidentiality in relationships with all trustees and their assistants.
Plans all logistical elements of quarterly and special Board meetings, as well as meetings of the Executive, Governance and Nominating, and Program committees. Coordinates with other departments to create meeting books for distribution to trustees and staff. Composes official meeting minutes.
Serves as the primary administrator for the secure online document-sharing platform. Compiles and updates annual Board directory, including bios and comprehensive contact information. Maintains confidential Board and committee files on the secure S drive and in hard copy.
Works with the General Counsel to ensure best board practices and governance.

Internal and External Partnerships, Outreach and Strategic Initiatives

Participates as an adjunct member of the senior leadership team reporting to the President, assisting in scheduling meetings, reserving meeting space, and attending all meetings for continuity.
Collaborates cross-departmentally and with other administrative staff to plan and execute meetings and special events hosted by the President’s Office.
Works with the Advancement team to coordinate the President’s outreach activities and stakeholder relationships.
Provides onboarding support to new administrative staff. Serves as temporary support to other deputy directors as needed.
Cultivates and maintains relationships with external administrative assistants for trustees, museum directors and curators, government officials, and cultural and community organization leaders.

Organization-Wide Competencies:

1. Accountability:

a. Prepares for work assignments and meetings,

b. Conducts thorough fact-finding, decision-making and/or follow through,

c. Admits mistakes and errors and informs others when one is not able to meet a commitment.

2. Job Quality:

a. Dependably demonstrates job knowledge necessary for the position,

b. Produces timely, accurate, high quality work output,

c. Prioritizes work responsibilities effectively and produces work quantity expected for the role.

3. Service:

a. Identifies problems and collaborate with others to devise and create effective solutions.

b. Interacts and communicates with fellow employees in a manner that promotes harmonious and cooperative working environment in accordance with our Core Values.

c. Facilitates open communication and keeps an open mind about new ideas.

4. Leadership:

a. Sets a good example for others,

b. Demonstrates ethical decision-making and communication,

c. Makes decisions. Uses a solution-oriented, collaborative approach.

5. Collaboration:

a. Seeks win-win outcomes in decision-making,

b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others,

c. Takes initiative to contribute to diversity.

The Barnes Foundation

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