Executive Assistant & Board Administrator (Full-time)

Company Description

Hello, art person! We’re so glad you’re here.

When you think of an art museum, you might picture paintings or sculptures. But art is so much more than the “traditional” forms you’re used to seeing in galleries. Nobody knows that better than Portland. Our city is bursting with all kinds of art forms–from craft beverages and comic books to artisan chocolate and collectible sneakers. There’s no one way to make art, and there’s no one way to be an art person.

That’s why you belong here. We’re a place that has room for all kinds of art (and art people).

We are a dynamic institution with multiple locations. Adjacent to the Museum campus in downtown, Portland, PAM CUT // Center for the Untold Tomorrow is an inclusive, modern, and welcoming hub serving a broad range of artists and audiences across all media art. Also nearby is the nonprofit Rental Sales Gallery representing regional artists. Across the river, in SE Portland PAM CUT’s Tomorrow Theater embraces cinematic storytelling in all its form through unique one-night-only events.

Job Description

The Executive Assistant & Board Administrator role at the Portland Art Museum will serve as a strategic partner to the Executive Director and a key liaison to the Museum's Board of Trustees, supporting effective leadership, governance, and organizational operations across the Portland Art Museum.

Reporting to the Executive Director, this position is responsible for managing the day-to-day operations of the Director's Office, coordinating Board and committee activities, supporting executive communications, and facilitating engagement with trustees, donors, community leaders, and other key stakeholders. The role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a dynamic environment.

In addition to providing executive and governance support, the Executive Assistant & Board Administrator plays an important role in advancing major institutional initiatives. The position serves as a key project management resource for cross-functional priorities, supporting organizational planning efforts and special projects led by the Director’s Office. This includes providing critical administrative oversight during high-level executive transitions and institutional shifts.

As a trusted partner to Museum leadership, this role contributes to organizational effectiveness by ensuring strong communication, seamless operations, and successful execution of strategic priorities.

In this role, you will

Leadership Transition & Executive Onboarding Support 

• Lead coordination of Executive Director onboarding and integration activities, including stakeholder engagement, briefing materials, orientation planning, and relationship-building opportunities. 
• Support the Board Chair and governance leadership in advancing Board priorities, leadership transitions, and Trustee engagement initiatives. 
• Maintain institutional knowledge resources, stakeholder records, and briefing materials to support effective executive leadership, governance, and relationship management. 

Executive Support & Office Administration 

• Manage the logistics, scheduling, and background briefing materials for the Executive Director’s meetings, site visits, and community stakeholder engagements.
• Act as the primary gatekeeper and strategic partner to the Executive Director, managing a complex calendar, screening communications, and coordinating high-level meetings.
• Serve as a central point of coordination in the Director’s Office, tracking action items, managing correspondence, and following up on key decisions and deliverables.
• Draft, proofread, and edit high-level correspondence, memos, and presentations for the Executive Director, ensuring alignment with institutional standards and voice.

Strategic Initiatives & Project Management 

• Coordinate and support major institutional initiatives and cross-functional projects led by the Executive Director and senior leadership team.
• Provide project management and administrative support for key organizational priorities, including Executive Director onboarding and integration, AAM reaccreditation, strategic planning, governance initiatives, and other special projects.
• Monitor project timelines, deliverables, and stakeholder engagement; prepare status updates, briefing materials, and recommendations for leadership and Board review.
• Build and maintain productive relationships with trustees, senior staff, donors, community partners, and other key stakeholders.

Board Liaison & Governance Support

• Serve as the primary liaison to the Board of Trustees, supporting Board leadership, committees, and governance activities.
• Coordinate Board and committee meetings, including scheduling, agenda development, meeting materials, minutes, and follow-up actions.
• Maintain Board records, governance documentation, committee rosters, and official archives.
• Support Trustee recruitment, orientation, onboarding, and ongoing engagement.

Fundraising & Donor Stewardship Partnership 

• Partner with the Development team to support donor cultivation, stewardship, and engagement activities involving the Executive Director and Board leadership.
• Coordinate logistics, communications, and briefing materials for donor meetings, cultivation events, and community engagement opportunities.
• Ensure the Executive Director's external activities align with fundraising, relationship-building, and institutional priorities.

Event Coordination & Special Initiatives 

• Coordinate leadership participation in Museum events, including Board meetings, donor receptions, exhibition openings, public programs, and special initiatives.
• Manage event logistics, vendor coordination, invitations, RSVP tracking, and leadership briefing materials.

Professional Standards 

• Exercise impeccable judgment, confidentiality, and diplomacy in all internal and external interactions as a representative of the Executive Director’s office.
• Uphold and ensure compliance with all Museum policies, procedures, and ethical standards across all administrative operations.

To be successful in this role, you have these requirements

• Bachelor’s degree in Business, Arts Administration, or a related field, or equivalent combination of education and experience.
• Minimum of 4–6 years of experience supporting senior or executive-level leadership.
• Demonstrated experience coordinating complex scheduling, communications, and administrative operations in a fast-paced environment.
• High level of proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace (Docs, Sheets, Slides); experience with CRM systems, DocuSign (or similar e-signature tools), and web-based content management systems required; familiarity with Asana or similar project management tools preferred. 
• Exceptional attention to detail in drafting, editing, and proofreading materials, with the ability to establish priorities and meet deadlines.
• Proven ability to manage multiple competing tasks and demands in a dynamic environment.
• Availability to travel as needed and work occasional evenings and weekends in support of Board meetings and events.
• Exceptional interpersonal, communication (written and verbal), and relationship management skills.
• Exercise independent judgment and take initiative with minimal direction.
• Demonstrated ability to operate effectively in a period of leadership transition, including managing ambiguity and shifting priorities.
• Demonstrated poise, tact, and diplomacy; ability to handle highly confidential and sensitive information with discretion and interact effectively with individuals at all levels, including senior leadership and Trustees. 

If you have any questions along the way including wanting to talk about a nontraditional career background, please reach out to HR.

Job conditions & physical activities 

• Onsite/Not Remote
• Occasional travel and evening meetings
• On-call status
• Must be able to remain in a stationary position for extended periods of time (approximately 70–80% of the workday), including prolonged computer use.
• Frequently operate a computer and other standard office equipment (e.g., phone, copier, audiovisual equipment for meetings and presentations).
• Occasionally move about the office and between buildings to attend meetings, support events, or access files and equipment.
• Occasionally ascend and descend stairs.
• May be required to assist with meeting and event setup, including arranging materials, light lifting of supplies (e.g., binders, boxes, signage), and coordinating room logistics.
• Occasionally position self to access files or equipment stored at low levels or in storage areas.

This list highlights key physical and environmental conditions related to the role but is not an exhaustive representation of all job requirements. Additional tasks and expectations may apply based on operational needs.

Benefits

• This role is exempt/salaried and full-time
• The budgeted compensation falls within pay grade J ($69,754 minimum - $83,562 midpoint - $97,369 maximum), based on experience
• Medical, dental, and vision insurance
• Retirement plan with employer match 
• Generous paid time off and holidays
• Employee perks and discounts 

Application Process for Executive Assistant & Board Administrator

Ready to join our team? To be considered please submit your resume, cover letter, and four references. Incomplete applications will not be considered. Application materials will be screened and interview candidates will be selected and notified by email. All applicants will be notified once the position is filled. 

Application deadline

We will begin reviewing applications immediately, so please apply as soon as possible. The closing date is subject to change at any time.