About Tacoma Art Museum

Tacoma Art Museum is a public-spirited institution with nationally recognized exhibitions and innovative educational programs. Named by USA Today as one of the “Top 10 Great Places to See Art in Smaller Cities,” the museum has developed a reputation for presenting art in a thought-provoking yet accessible manner with a strong commitment to Northwest art through its acquisition and exhibition programs. Founded in 1935, the museum has strong roots in the community and anchors Tacoma’s lively downtown university and museum district.

Completed in November 2014, an additional $15.5-million building project has added approximately 16,000 square feet, and houses the new Haub Family Collection of Western American Art. This collection establishes TAM as the only major museum of Western American art of this caliber in the Northwest. It also enables the museum to fully explore the art history of the West while integrating its Western and Northwest collections. It’s an exciting time to be a part of the Tacoma Art Museum family.

Summary of Position

The Executive Assistant is responsible for ensuring the smooth day-to-day operations of the Director’s Office. This includes serving as the primary liaison to the Board of Trustees and supporting the Executive Director in her role as Chief Fundraising Officer. This position requires exceptional organizational and communication skills, along with a calm-under pressure demeanor, given the dynamic fast-paced environment of the Director’s Office.

This position works closely with all museum departments and provides support for the Executive Director working with Trustees, donors, staff, volunteers and key community members and thus requires an exemplary level of professionalism.

Regular museum office hours run Tuesday through Friday from 8 a.m. to 6 p.m., though this position requires a flexible schedule, with occasional evening and weekend hours as the event schedule requires.

Specific Duties and Responsibilities

Director’s Office Support (30%)

Represent and communicate effectively on behalf of the Executive Director;
Manage Executive Director’s calendar, including travel arrangements, expense reports and office expense coding;
Manage Executive Director’s correspondence and other written materials as well as presentations, including drafting documents on her behalf;
Create and manage itineraries for major museum events;
Work independently on high-level projects as assigned by the Executive Director.

Board Support (30%)

Serve as primary staff liaison to the Board and it’s Committees;
Develop trust and rapport with Trustees and Committee members through regular in person, phone and email communications;
With the Executive Director create, update and distribute materials for Board meetings, Committee meetings and other Trustee functions;
Review, compile and edit all materials sent to the Board and Committees;
Draft talking points for Executive Committee and Board meetings;
Plan and coordinate annual orientation for new Trustees and annual Board retreat;
Attend Board meetings and take minutes;
Maintain Board and Committee rosters and schedules.

Fundraising Support (15%)

Manage donor calls and correspondence on behalf of the Executive Director;
Schedule donor meetings for Executive Director and Major Gifts Officer;
Special project support for Major Gifts Officer;
Attend and support the development team at TAM events;
Represent the Executive Director at events or meetings as requested including community events.

Support of Deputy Director (15%)

Assist with drafting, editing and design of documents and presentations;
Assist with all staff initiatives, communication and events;
Manage office supply inventory and ordering;
Orient new employees to the museum, train them on policies and procedures as well as use of office equipment;
Assist with preparation of workstations and supplies for new employees;
Track annual calendar of organizational membership and subscription renewals.

General Administrative Support (10%)

Serve as staff point person for all significant correspondence;
Schedule and plan agenda for All Staff meetings;
Assist in responding to survey requests in the museum field;
Maintain staff lists and organizational charts.

Perform other duties as assigned.

Qualifications

Associates or Bachelor’s Degree from an accredited college or university. Knowledge of art history or fine arts preferred.
Experience providing support to senior or executive level staff highly desired.
Excellent oral and written communication skills, effective problem-solving, flexibility and sense of humor.
Proven track record of attention to detail and organizational skill in a fast-paced environment.
Must be willing to work flexible hours, including some nights and weekends for special events.
Must be a self-starter, with a demonstrated ability to prioritize and see tasks through to completion. Must be able to manage multiple projects/tasks and remain calm under pressure.
Ability to work independently, exercise initiative, and use discretion when handling confidential and sensitive information.
Service-oriented with excellent relationship management skills. Courteous, personable and flexible; able to deal effectively and sensitively with a wide range of people. Exhibits an awareness and sensitivity to cultural and other differences when working with representatives of public and private organizations, volunteers, vendors, museum staff and the general public.
The qualified candidate must possess a compatible commitment to the museum brand personality: smart, dynamic, innovative, passionate, civic-minded, gracious, approachable.
Proficient in Microsoft Office applications. Advanced PowerPoint knowledge desired.

Travel, Working Conditions, and Physical Environment

This position is subject to indoor environmental conditions typical to a professional office setting. The essential physical requirements of this position include:

Continuously exchanges information through listening and talking with funders, staff, volunteers and individuals in the community;
Frequently stands, walks, sits, and climbs in performing duties and in traveling to off-site meetings;
Frequently reaches and grasps in using telephones, computers and in general operations;
Frequently lifts and carries up to 5 lbs. of paperwork, files, and materials; occasionally lifts and carries up to 20 lbs. of event materials;
Frequently to occasionally perform close work while updating files, reading program information and using computer;
Negligible local travel, less than 10% of work hours.

Tacoma Art Museum is an Equal Opportunity Employer

How to apply

Interested candidates should send a cover letter and resume to HR@TacomaArtMuseum.org. Please place “EA/First Name Last Name” in the subject line and label the cover letter and resume with your last name.NO PHONE CALLS PLEASE. Due to the large number of applicants, only successful candidates will be contacted.