Executive Assistant to the Director of Development

We Are Committed to an Inclusive Workplace
At the Philadelphia Museum of Art, we actively seek to employ a diverse group
of people who embody our organizational values. We welcome and encourage
individuals of all backgrounds to apply, especially those from marginalized
and underrepresented groups in the museum field, who are inspired by our
shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants
will receive consideration for employment without regard to age, ancestry,
citizenship or immigration status, color, disability, ethnicity, familial
status, gender identity and/or expression, genetic information, marital
status, national origin, race, religion, sex, sexual orientation, veteran
status, or any other protected status.

How You Will Contribute
The Executive Assistant provides administrative support to the Director of
Development to facilitate all aspects of the Museum’s fundraising programs.
This individual works closely with all Development staff, other Museum staff,
Trustees, donors, and volunteers to coordinate information, meetings, events,
and processes to maximize philanthropic support and communication. The
position requires confidentiality, discretion, diplomacy, and the ability to
perform in a high-volume, fast-paced office environment with minimal
supervision.

Specifically, you will:
•       Provide Director with daily support by ensuring that all projects, works
in progress, and relationships with both internal and external constituents
receive timely focus.
•       Support constituent relationships on behalf of the Director especially
those with members of the Board of Trustees, staff of the Philadelphia Museum
of Art, donors, and volunteers; and exercises considerable discretion and
confidentiality in all matters.
•       Organize, maintain, and retrieve electronic and paper files of all
correspondence, memos, proposals, etc. generated and received by the
Director.
•       Answer, screen, and direct calls as appropriate.
•       Maintain Director’s calendar on paper and electronically, and
coordinate meetings, events, and programs for the Director with staff,
trustees, constituents, colleagues, and others.
•       Help to respond to internal and external inquiries and prepares and
distributes written/electronic correspondence and information.
•       Assist with preparations for Committee and Board meetings. Runs and
requests specialized reports for Director and other stakeholders.
•       Regularly attend and support development cultivation and stewardship
events.
•       Order catalogues yearly, maintain budgets, oversee delivery and
departmental distribution. Maintain catalogue closet.
•       Reconcile company credit card reconciliation for Development department
•       Process invoices via Concur.
•       Work as requested on special initiatives and projects.
•       Greet and assist guests and visitors with attention and respect and
facilitate their requests and questions.
•       Organize travel and ancillary arrangements for the Director and prepare
detailed itineraries when necessary.
•       Receive and maintain RSVPs and invitation information.
•       Use Raiser’s Edge to access donor records/information and enter
Director’s actions and proposals.
•       Order and maintain office supplies including PMA stationery.
•       Organize Development staff and holiday internal events.
•       Other duties as assigned.

Your background and experience include:
•       Several years of experience in administrative support position.
•       Excellent communication skills.
•       Must be proficient in all Microsoft Office products, specifically
Outlook, Word, Excel and PowerPoint.  Raiser’s Edge experience strongly
preferred.
•       Experience in a professional environment demanding thoughtfulness and
confidentiality with ability to relate well to people from many different
backgrounds.
•       Professional demeanor, especially under pressure.
•       Strong attention to detail and ability to work accurately under deadline.
•       Undergraduate degree or equivalent relevant experience.

Position and Compensation Details
•       The hourly rate for this position is $23.63
•       This position is full-time, non-exempt, and 35 hours per week
•       This position reports to the Director of Development
•       Physical requirements:
o       Able to remain stationary for extended periods of time, to utilize
computers and other office equipment required of this job, to perform
physically administrative duties in a typical interior office environment,
gallery, or exhibit space, and to access most public and staff areas of the
museum campus
o       Able to regularly set up, adjust, and operate a computer/keyboard and other
office equipment used to generate work/transmit data.
•       COVID-19 vaccination required.
•       Background check required after a conditional job offer is made.
Consideration of the background check will be tailored to the requirements of
the job.

Institutional Requirements
•       Upholds the professional standards of the field, always acts in a manner
that is consistent with the best interests of the museum, and protects and
enhances its reputation and standing within the community of museums.
•       Adheres to the museum’s code of ethics and Employee Handbook and avoids
any real or perceived conflicts of interest.
•       Shows respect for co-workers and visitors and an understanding of and
appreciation for the diversity of the museum’s staff, volunteers, and
audiences.
•       Maintains confidentiality.
•       Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline
Applications will be reviewed on a rolling basis.  We encourage candidates to
apply early as the position will close once we have a robust applicant pool
or a candidate has been selected.

What We Offer
Our employees are at the center of the museum. As an employee, you will have
access to numerous museum perks including, but not limited to:

•       Free general admission to the museum for you and your immediate family
•       Discounted guest tickets for admission
•       Discounts on gift memberships
•       Special staff tours and presentations from our curatorial and
conservation teams
•       Discounts at the museum restaurant, museum cafés, and museum retail and
online stores

We offer a comprehensive benefits package for employees* including:

•       Medical, dental, and vision benefits
•       Fully paid short-term disability insurance, long-term disability
insurance, and life insurance
•       Health savings or flexible spending account program
•       Retirement savings program with museum match
•       Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including
the employee’s regular schedule and tenure.