The Executive Assistant to the Director provides active administrative support to the head of the Boston Athenaeum, one of the oldest and most distinguished independent libraries and cultural centers in the United States. Reporting to the Director, this is a full-time role with excellent benefits and a salary commensurate with experience.

The position is at the heart of a busy organization. The ability to work with a variety of colleagues is vital. Excellent communication, organizational, and multi-tasking skills are critical to success in the role. The position also requires absolute discretion with sensitive information.

Calendar Management

Manage Directors schedule; prioritizing issues and creating efficiencies

Add already confirmed meetings to the calendar & invite attendees

Ensure all events are on Directors calendar & that she has dial-in information

Schedule meetings (use scheduling tools like Doodle Poll when necessary)

Set up Zoom calls and/or reserve meeting rooms

Reschedule lower priority meetings to accommodate for more pressing meetings

Draft agendas, send reminders, and distribute materials

Assist with cross-departmental meetings (All Staff, Management Team, Strategy Group, etc.) by scheduling, gathering agenda items, maintaining a record of decisions.

Monitor messages sent to Directors Office & redirect to other staff members when necessary

Monitor Directors phone line & redirect to other staff members when necessary

Manage Directors mail

Coordinate the physical set up for meetings such as reserving rooms, printing materials, setting up technology.

Greet and escort Directors guests

Maintain Directors office files both paper and electronic.

Governance and Development Coordination:

Support Director in managing interactions with Board President, Trustees, and donors.

Interact independently with Board President, Trustees, and donors when appropriate.

Coordinate Board and donor visits with Development so that Director has all of the information she needs ahead of time

Oversee meeting preparation, coordination, and planning of the Board of Trustees meetings and delegated Committee meetings. This includes the Facilities Committee, Nominating and Governance Committee, and Standing Committee meetings.

Attend Board of Trustees meetings and take minutes. Write first draft of minutes for Director and Boards approval.

Administrative

Draft and edit correspondence on the Directors behalf, prepare for signature, and send.

Communicate in writing with the Board of Trustees as well as people outside of the Athenaeum.

Contribute to weekly staff newsletter.

Manage reimbursements for the Director.

Support Directors business travel needs.

Approve direct reports time off requests in ADP

Manage Directors electronic signature

Coordinate All-Staff Meetings

Other projects and needs will arise over time. This position requires the flexibility, adaptability, and willingness to take on unanticipated assignments.

Why work at the Boston Athenaeum?

The Boston Athenaeum is seeking to engage a wider and more diverse audience. To make that possible, we have begun a variety of new initiatives including a major expansion project. We are looking for a colleague who will be excited by the opportunity to reshape the Athenaeums future as a central part of Bostons cultural landscape.

Beyond the opportunity to work amongst the collections at one of the most distinguished libraries in the nation alongside a passionate and welcoming team, working at the Boston Athenaeum comes with plenty of other perks. Some of our benefits include:

Paid time off and sick days.

Competitive 401k package

Paid parental leave.

Comprehensive medical and dental insurance

Life Insurance

Commuter benefits

Qualifications

College degree strongly preferred, and five or more years of experience providing administrative support in an environment that requires balancing multiple needs.

Proficiency with Microsoft Office suite and Google applications.

Ability to work both independently and in collaboration with others.

Able to work a standard schedule (Monday through Friday, 9:00 am to 5:00 pm). Willing and able to make occasional adjustments to accommodate periodic meetings that begin or end outside of that time frame.

Strong organizational skills, including the ability to balance multiple projects simultaneously without losing sight of details.

Commitment to fostering a workplace culture of diversity and inclusion.

To Apply: Please submit a Cover Letter

The Boston Athenum is an equal opportunity employer. We welcome candidates who will increase our diversity; we encourage candidates of color and all diverse candidates to apply and are committed to hiring individuals who value a diverse and inclusive work environment. The Boston Athenum is also committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. To request a reasonable accommodation, please contact the Director of Business Operations & Augusta Thomas Director of Finance, Christopher Boudrot, at 617-720-7642