Executive Assistant to Deputy Directors, Full-time (Exempt)

POSITION PURPOSE:

The Executive Assistant will provide administrative support to two senior executives. They will handle a wide range of administrative and executive support related tasks, including but not limited to calendar management, meeting preparation, travel arrangements and coordination, organizing and submitting expenses and project management. The Executive Assistant will operate with the utmost discretion while working with highly confidential information, ensuring impeccable attention to detail, organizational skills, and thoroughness. They are expected to be in constant communication with both internal and external partners and clients.

This position reports to the Deputy Director, Chief Financial Officer.

Essential Duties/Responsibilities:

• Proactively manages and supports the Deputy Directors' schedules, meetings, and as needed travel arrangements.
• Management and preparation of materials, presentations, and minutes for Museum's Finance/Audit Committee, Denver Art Museum Board of Directors Meetings, and the Denver Art Museum Foundation Board Meetings.
• Assist in regularly creating and editing memos, policies, procedures, internal and external communications, and PowerPoint presentations to be presented by executives.
• Provide organizational support in the preparation and collection of information for the Museum's annual planning process, the financial audit, regulatory filings, and surveys.
• Assist with the management of departmental digital records including oversight of the Museum's governance drive.
• Support the property management of the Museum and Foundation properties.
• Administration of the Museum's annual conflict of interest process, annual insurance renewal process, and the financial wellness educational series.
• Support the Museum's insurance claims process.
• Maintains the Museum's legal records and files.
• Responsible for setting up new vendors in the accounting system.
• Serve as a backup to the Museums Director's executive assistant, as needed, including communications with the Board of Directors.
• Occasional evening commitments and communication outside of normal business hours.
• Fosters equity, diversity, inclusivity, and collaboration and treats all staff members, Trustees, patrons, members, volunteers, and visitors with respect.
• Consistent usage of the Racial Equity Lens in day-to-day operations.
• Yearly goal setting to support Racial Equity Roadmap initiatives.
• Project administration and coordination as assigned.
• Other duties as assigned.

QUALIFICATIONS

Knowledge, Skill, and Ability

• Strong computer, organizational, communications, and analytical skills with a keen eye for detail.
• Excellent problem solving and project management skills.
• Excellent attention to detail.
• Ability to prioritize and organize multiple activities.
• Ability to collaborate and work effectively as part of a team.
• Proficient in Outlook, Excel, Word, and Power Point.
• Reliable, entirely confidential, and dedicated.
• Ability to work in a fast-paced environment with constantly changing priorities.
• Ability to tackle new projects independently with minimal oversight.

Education

• College degree or equivalent work experience.

Experience

• Minimum of 3 years as an executive assistant.
• Previous experience working with the Board of Directors is preferred.
• Previous experience working in the accounting departments preferred.

Material and Equipment Directly Used

• Computer.
• Standard office equipment.

Position type: This position is not covered by a Collective Bargaining Agreement with . All nonsupervisory roles are either represented or non-represented. Represented means the role is unionized and covered by a Collective Bargaining Agreement with . Non-represented means the role is not unionized.

Pay: The hiring salary range for the position is $56,600 -$75,400 based on experience.

Benefits: A comprehensive medical/dental/vision plan, that can be extended to domestic partner, spouse, and children. DAM 100% paid Life Insurance, and Short/Long Term Disability. Generous sick and vacation paid time off and one personal day. Ten paid holidays. 403(b) Retirement Plan with immediate eligibility to contribute and those who meet the requirements will qualify for the 3% non-elective contribution and 2% match program. A free RTD Eco Pass. Free Telehealth and Employee Assistance Program. Access to Headspace. Two weeks Paid Parental Leave. A free DAM Family Membership. This position is based at the Denver Art Museum, which only has pay to park options, all employees are eligible to receive a free RTD Eco Pass.

NOTE: The DAM prioritizes adaptability and a human-centered work environment. We are happy to consider accommodations to the position. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. We know there is no such thing as a perfect" candidate - Nor do we look for the right "fit" with us, we look for the add! We believe in cultivating an environment where there is diversity of perspectives, in hopes that we can all thrive in an inclusive environment.

We know that searching for a job can be stressful so we would like to give you an overview of the process to manage expectations. This role may require a phone screen, interviews with hiring manager and or panel that will be held in-person at the DAM or video. This position will close on Friday May 3, 2024, and we plan to contact qualified applicants shortly thereafter. Our desire is to hire a candidate as soon as possible.

DENVER ART MUSEUM:

As an institution, we believe the Denver Art Museum is both a platform for and an amplifier of the voices of people of all races. We acknowledge that Black lives matter and communities of color Latinx, Indigenous, Black, and others have been underrepresented in art museums over decades, both internally and externally. We are committed to elevating all voices, artworks and perspectives and strive to support racial equity inside and out.

We prohibit discrimination against any person or organization based on age, race, sex, color, creed, religion, national origin, sexual orientation, transgender status, gender identity, gender expression, ancestry, marital status, veteran status, political service or affiliation, genetic information, or disability, as well as any other status protected by federal, state or local law.

We strive to provide a professional and positive work environment for our employees. The Museum expressly prohibits any form of employee harassment on the basis of age, race, sex, color, creed, religion, national origin, sexual orientation, transgender status, gender identity, gender expression, ancestry, marital status, veteran status, political service or affiliation, genetic information, disability or any other applicable status protected by federal, state or local law. Actions based on these or any legally protected characteristic will not be tolerated.

We encourage the freedom of gender expression and/or gender presentation. As an institution, we do not create barriers that may prevent any employee from expressing behaviors, mannerisms, interests, and appearances that represent their authentic personality or culture. Qualified candidates are expected to exemplify the DAM's internal values, which include being dynamic, respectful, inclusive, creative, and curious. The ability to maintain effective and positive working relationships with visitors, employees, volunteers, representatives of public and private entities, policy making bodies, and contractors is critical to the success of this position.

The Museum believes vaccination is an important measure to protect the health and safety of everyone from significant illness due to COVID-19 infection. As a condition of employment, employees must present proof that they are fully vaccinated against COVID-19 on their first day of employment or receive an exemption or other reasonable accommodation due to circumstances protected under federal or state law that prevent the employee from being vaccinated. Employees are also mandated to receive a booster within 6 months of being fully vaccinated.