Administrative Support & Assistance (90%)

• Manages the Director’s calendar, arranges meetings and phone calls.

• Organizes and prioritizes large volumes of the Director’s email correspondence, telephone calls, and other information.

• Acts as a liaison when receiving and communicating with patrons and guests of the Director.

• Organizes meetings at the request of the Director, including weekly Leadership Team meeting, All Staff meeting, and Events Team meeting. Some notetaking required.

• Serves as principal liaison between the Director, Henry staff, the UW community, and the public.

• Serves as the Director’s Office liaison for special projects, as specified by the Director.

• Conducts research as appropriate to projects or initiatives within the Director’s Office.

• Represents the Director’s Office in inter-departmental meetings and on various committees as needed.

• Coordinates Director-sponsored events including receptions, dinners, tours, and other hospitality as necessary.

• Drafts routine internal and external communications.

• Advises the Director on matters of importance to the administration of the Henry and makes recommendations for action.

• Works various Museum programs and special events as needed, outside of regular office hours.

• Coordinates travel arrangements for the Director and develops and manages the Museum’s office administration and Director’s Office budgets. Monitors and determines appropriate charges.

• Provides occasional scheduling and administrative support to the HR Manager.

• Performs other duties as assigned.

Office Manager:

• Coordinates, with IT, the maintenance of the office printers and copiers.

• Ensures company stationary and office supplies are ordered and maintained.

• Coordinates office mail, including incoming and outgoing USPS and UW campus mail.

• Assists in maintaining the organization of the public areas of the administrative offices.

• Assists with phone set-up for new employees and coordinates conference calls, Zoom meetings, or other platforms for various meetings.

• Assists the Finance Office with various internal controls.

REQUIRED SKILLS

• Bachelor’s degree in liberal arts or business administration, 3+ years demonstrated experience working for executive leadership, or an equivalent combination of education and experience.

• Excellent written and oral communication skills, demonstrating capacity to express oneself clearly, respectfully, and professionally in all forms of communication.

• Demonstrated high-level of proficiency and extensive knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.

• Proven ability to handle sensitive and confidential matters with appropriate discretion, tact, and responsibility.

• Ability to assess and manage multiple competing priorities and work well under pressure. Excellent time management, problem solving, and analytical skills. Ability to complete multiple projects successfully.

• Position requires continual attention to detail in all aspects of the Director’s activities.

• Ability to work independently, build and maintain positive relationships, and actively contribute as a member of a larger team.

DESIRED SKILLS:

• Working knowledge of digital desk phones and copier equipment.

• Ability to do some heavy lifting and event assistance.

• Excellent proofreading and editorial skills.

• Working knowledge of The Raiser’s Edge, PaperSave, and Adobe Acrobat a plus.

• Affinity for working in a museum or other creative environment.