Executive Assistant and Board Liaison

Executive Assistant And Board Liaison

Reporting to the Oshman Director and CEO, the executive assistant and board liaison provides advanced administrative, operational, and communications support to the Oshman Director and CEO and the Director's Office while acting as a liaison to SJMA'sBoard of Trustees. The position requires exceptional judgment, discretion, and professionalism, along with the ability to independently manage complex priorities, anticipate needs, and represent the Oshman Director and CEO with diplomacy and credibility across the organization and with external stakeholders.

The successful candidate brings outstanding organizational, communication, and relationship-management skills; sound judgment; intellectual curiosity; and a strong commitment to confidentiality, accuracy, and follow-through. This individual thrives in a dynamic environment, supports cross-functional collaboration, and engages confidently with staff, Trustees, donors, and community partners. The role requires a minimum on-site presence of three days per week, with flexibility for additional on-site coverage based on business needs.

Essential Duties and Responsibilities:

• Serve as the primary coordinator for the CEO and senior leadership team, managing the day-to-day operations of the Director's Office and ensuring seamless workflow, responsiveness, and follow-through.
• Provide administrative support to the CEO, including managing a complex and frequently changing calendar, coordinating travel, preparing meeting materials, maintaining contacts, drafting correspondence, and anticipating needs and priorities.
• Draft, edit, and distribute internal and external communications on behalf of the CEO and the Director's Office.
• Support compliance, transparency, and sound organizational practices through effective records management and application of nonprofit governance principles.
• Manage and maintain key organizational calendars to support leadership priorities, Board activities, and institution-wide planning.
• Coordinate and facilitate hybrid meetings, ensuring a high-quality experience for in-person and remote participants and smooth use of digital platforms and presentation tools.
• Prepare the annual Board of Trustees meeting calendar; develop agendas and meeting materials; assemble Board packets; and record and distribute meeting minutes.
• Coordinate monthly all-staff meetings, including agenda development, logistics, and cross-departmental follow-up with senior staff.
• Capture, summarize, and distribute accurate meeting minutes and action items for a variety of internal and external meetings.
• Maintain the Museum's SharePoint intranet site, including updating core documents, reviewing postings, and managing security groups and access in partnership with IT.
• Build and maintain effective working relationships with staff, the Board of Trustees, funders, government agencies, community organizations, and other key stakeholders.
• Develop and maintain the Board of Trustees website to strengthen communication, collaboration, and access to key governance resources.
• Lead information gathering and editorial coordination for major annual reports and institutional data compilations.
• Identify and recommend process improvements, policies, and administrative practices that enhance organizational efficiency and effectiveness.
• Serve as a key point of contact for internal and external inquiries directed to the Director's Office.
• Provide operational and project support for cross-departmental initiatives, including the public programs working group, Green Team, and Sharepoint user group; schedule meetings, manage the master programs calendar, and process related invoices and contracts.
• Provide general office management support, including maintaining supplies and equipment, coordinating vendor relationships, supporting onboarding-related administrative tasks, and managing donor and employee recognition correspondence.
• Support the Museum's mission, values, and commitment to employee experience, visitor experience, community engagement, and long-term institutional relevance.
• Perform other duties as assigned.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Qualifications: To perform this role successfully, an individual must be able to carry out each essential duty effectively. The qualifications below reflect the knowledge, skills, and abilities required for the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Bachelor's degree from an accredited four-year college or university preferred, with four to six years of progressively responsible executive support, board administration, nonprofit operations, or related experience; or an equivalent combination of education and experience. Candidates with experience in highly collaborative work environments, production management, or stage management preferred.

Language Skills: Exceptional verbal and written communication skills, with the ability to draft polished correspondence, reports, agendas, and meeting materials; read and interpret policies, procedures, and operational documents; and communicate clearly and professionally with a wide range of internal and external audiences.

Computer Skills: Advanced digital proficiency required, including strong experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Zoom and Microsoft Teams, and data tracking or content management systems. Experience with SharePoint and working knowledge of Altru, other Blackbaud products, Embark, social media platforms, and basic video or graphic design tools is a plus.

Other Skills and Abilities:

• Commitment to the mission, values, and public service orientation of the San José Museum of Art.
• Exceptional interpersonal and relationship-management skills, with the ability to build trust and work effectively with Board leadership, donors, community partners, and staff at all levels.
• Knowledge of nonprofit governance, board administration, records management, and formal meeting processes; familiarity with Robert's Rules of Order preferred.
• Strong organizational, planning, and project management skills, with the ability to manage multiple priorities, maintain attention to detail, and meet deadlines in a fast-paced environment.
• Demonstrated ability to handle highly confidential and sensitive information with discretion, professionalism, and sound judgment.
• Adaptability, initiative, and a strong service orientation, with the ability to respond effectively to competing demands and shifting priorities.
• Ability to work independently, exercise good judgment, and solve problems proactively and resourcefully.

• Ability to collaborate effectively across departments and contribute to cross-functional initiatives and organizational priorities.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works in a professional museum office environment.

Other: Can be depended upon to report consistently to work at scheduled time and is seldom absent from work. Notifies supervisor with appropriate notice when absent. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments. Follows instructions, responds to management direction, takes responsibility for own actions, keeps commitments.

SJMA conducts pre-employment, post-offer background checks in accordance with state and federal law.

SJMA is actively seeking individuals from diverse backgrounds. We deeply appreciate cultural, racial, and ethnic diversity, as well as different gender expressions and abilities. We encourage BIPOC, LGBTQ+, bilingual or multilingual candidates, and individuals with disabilities to apply. As an equal opportunity employer, we at SJMA highly esteem the diversity of individuals and the multitude of ideas, perspectives, insights, and values they contribute to our workplace.

SJMA's hiring policy requires all candidates to be at least 18 years of age. Due to the high volume of interest, regrettably, we cannot respond to individual applicants. If you are selected as a potential candidate, SJMA will contact you to schedule an interview. No phone calls, please.

Salary Range: $80,000 to $90,000 per year.