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3 May 2019

Full-Time Executive Assistant and Board Liaison

The Contemporary Jewish Museum  San Francisco, California, United States

The Contemporary Jewish Museum - job listing

Job Description

Position Summary

This high–profile position reports directly to the Executive Director (ED) and works closely with the Chief Operating Officer (COO), and with the Board of Trustees of The Contemporary Jewish Museum (The CJM).

The successful individual in this position possesses strong organizational and administrative skills, excellent verbal and written communication, sophisticated interpersonal skills, and remarkable attention to detail.
This role requires discretion and diplomacy, and is consultative to the ED.
Maturity, sound judgement, and a “can–do” attitude are a must.

Success in this role also means intellectual curiosity, interest in the programming of The CJM, and an ease in social settings, for example when engaging with Trustees and donors, and accompanying the ED at exhibition openings and fundraising events.
This position works in close coordination with all departments of The CJM.
The work environment is creative, fast-paced, friendly, and collaborative.


Essential Job Responsibilities

Executive Office Support

  • Provide administrative support to the ED, including but not limited to managing the ED’s complex and often changing calendar (internal and external meeting and visit requests) and daily schedule, drafting correspondence and responses on behalf of the ED, maintaining electronic contacts, booking travel, managing workflow, setting priorities, and anticipating needs.
  • Ensure that background material is prepared as required for the ED’s meetings with Trustees, donors, representatives of partner organizations, civic organizations and others.
  • Assist ED with planning and scheduling major gift and fundraising meetings.
  • Schedule meetings for the COO and act as point of contact for internal and external requests.
  • Manage communication flow and responses to inquiries from Trustees, Museum members, and the general public. Recommend and draft language as needed.
  • Assist ED with drafting, editing, and distributing internal communications from or on behalf of the Executive Director.
  • Monitor Executive Office expenditures against budget, prepare credit card reconciliations and process reimbursements for Executive Director.

Board of Trustees Support

  • Create annual Board and Committee meeting schedule with staff lead and Committee Chair/Co–Chair input. Communicate meeting schedule in advance of each fiscal year with all Trustees and department managers.
  • Work with the Executive Director and department managers in planning each Board and standing Committee meetings, annual Board retreat, and new Trustee orientation.
  • Coordinate the production and distribution of all Board and Committee meeting notices, agendas and materials in a timely manner before the meetings.
  • Arrange all meeting logistics, catering, and plan for technology/presentation needs (computer needs, conference and video calls, etc).
  • Attend all Board and Committee meetings, draft minutes, track attendance, and manage files (electronic and hard copy) of Board and Committee activities.
  • Maintain up–to–date Board of Trustees files, including Trustee contact information, service terms, bylaw revisions, and other important material.
  • Interface with Board Chair and other Trustees on a regular basis, answer questions or direct inquires in a timely manner.

 General Organizational Support

  • Provide logistical coordination, catering, and support for internal staff events (all staff meetings, gatherings, etc.) as needed/assigned.
  • General office management tasks including internal mail delivery and daily collection; monitoring and ordering supplies; maintaining and troubleshooting office equipment, and answering the general phone line and direct questions appropriately.


Minimum Qualifications

  • Bachelor’s degree.
  • Three to five years demonstrated success in a similar position at a museum, arts organization, not for profit, or in a corporate setting.
  • Highly experienced in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat, social media platforms, and general office technology.
  • Commitment to the mission and core values of The CJM.


Knowledge, Skills and Abilities

  • Very strong interpersonal skills with the ability to build professional relationships with a wide variety of people such as Board leadership, donors, external partners, and internal staff.
  • Excellent verbal and written communication skills. Ability to take dictation, interpret and effectively write internal and external communications.
  • Excellent organizational and project management skills that reflect ability to prioritize and coordinate multiple projects to meet required deadlines.
  • Proven ability to handle confidential information with discretion
  • Adaptable to competing demands, and provide highest level of service to internal and external constituents.
  • Ability to work independently with excellent problem solving skills.
  • Understanding and/or familiarity of nonprofit Board administration desirable.


Application Process

Send cover letter and resume to:

The Contemporary Jewish Museum


Please indicate “Executive Assistant and Board Liaison” in subject line.


The Contemporary Jewish Museum is an equal opportunity employer.

Pursuant to the San Francisco Fair Chance Ordinance, The CJM will consider for employment qualified applicants with arrest and conviction records.

Job Categories: Museum and Gallery. Job Types: Full-Time. Job Tags: administration, assistant, fund-raising, management, and museum. States: California.

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