WINTERTHUR MUSEUM Assistant to the Director Salary in the United States

Winterthur Museum, Garden & Library encompasses an unrivaled museum of American decorative arts in its mansion and galleries and a magnificent 60-acre naturalistic garden—all set on 1,000 gorgeous acres.

Winterthur employs a wide array of positions in the areas of curatorial, horticulture, education, conservation, library, maintenance, marketing, development, technology, and administration.

At Winterthur, employment is more than just work. The Winterthur employee is offered a unique and rewarding experience that is rich in culture and natural beauty. Winterthur considers its employees and volunteers to be among its greatest assets and welcomes applications from candidates who will contribute their specific skills to its mission “to inspire, enlighten, and delight all of its visitors while preserving and enhancing [Winterthur]” and also uphold its core values of agility, excellence, innovation, integrity, inclusion, and transparency.

JOB DESCRIPTION:

The Assistant to the Director (Assistant) reports to and supports the Charles F. Montgomery Director and CEO (CEO) in her service to the Board of Trustees. S/he serves as Assistant Secretary of the Corporation, and works collaboratively with the Chief of Staff (COS) to administer the matters and needs of the Director’s Office.

The Assistant serves as a resource for the Board of Trustees and acts as a trusted advisor and confidant to the CEO, maintaining open lines of communication with the Trustees and keeping the CEO informed of critical Board issues.

The Assistant is entrusted with critically sensitive information and must exercise considerable discretion, confidentiality, and independent judgment.  S/he serves as an ambassador for the Trustees and CEO. 

Responsibilities:

1. In collaboration with the CEO and COS, plan and coordinate all Board meetings, committee meetings and agendas/materials/meals/events/activities associated with those meetings
2. Write and distribute official minutes for all types of Board meetings
3. Ensure good communication and coordination between Trustees, the CEO, and Winterthur staff, assisting with inquiries and requests as needed
4. With the Nominating and Governance Committee, create and manage Board governance documents and oversee onboarding of new Trustees
5. Maintain the CEO’s calendar, manage appointments, travel, and correspondence, alerting the CEO to time-sensitive and priority messages/mail
6. Manage the budget for the Office of the Director, processing invoices and credit card charges, and ensuring that expenses remain within budget
7. Draft correspondence, agendas, presentations, remarks, and Board resolutions on behalf of the CEO and Trustees, taking into account a knowledge of the CEO’s views and philosophy as well as an understanding of technical, administration, and museum matters.
8. Create and oversee Board and CEO’s office files, including electronic, paper, and cloud-based files maintained in the Board portal, BoardEffect
9. Compile mailings for Trustees
10. Create and maintain Director’s Office files for the CEO and Board of Trustees
11. Maintain Winterthur’s memberships and contacts with professional organizations, including the American Association of Museums and Association of Art Museum Directors
12. Coordinate with the COS to ensure office coverage and good communication within the office

Compensation: $55,000 - $65,000

Benefits: Including, but not limited to, medical, dental, and vision insurance; generous paid time off plan; 403b with employer match for eligible employees. 

JOB REQUIREMENTS:

Minimum Experience: Bachelor of Arts degree or equivalent combination of experience and education with 5+ years’ experience as an executive or administrative assistant

Preferred Experience: Bachelor of Arts with studies in office/board management and professional administrative experience in a museum or cultural institution.

Knowledge/Skills:

1. Excellent written and verbal communication skills
2. Organization, accuracy, and attention to detail
3. Thorough proficiency in Microsoft Word, Outlook, and Excel with willingness to learn new computer programs required. Proficiency in Board Effect a plus
4. Ability to manage multiple projects and competing priorities under tight deadlines
5. Ability to work independently, exercise sound judgment, make and implement appropriate decisions, and maintain high degree of confidentiality
6. Ability to communicate in a professional manner with people at all levels within the organization, as well as external constituents
7. Flexibility and reliability in a fast-paced environment
8. Knowledge of finance, budgetary processes, and administrative processes
9. Demonstrated ability as a competent, detail-oriented, proactive administrator with the ability to work well under deadlines, problem solve independently, and work within a team
10. Excellent interpersonal skills, including professional telephone manner
11. Excellent organizational skills, including the ability to manage time and multitask
12. Ability to create and maintain precise records

Essential Functions:

1. Ability to work at a computer for up to 8 hours a day
2. Requires occasional overtime to meet deadlines for Board meetings and the subsequent writing of minutes
3. Driver’s license is required as, on occasion, golf carts are used to escort Trustees/donors/VIPs around the estate

Work Schedule:  Monday–Friday 9 am–5 pm, with occasional evening and weekend work as necessary to accommodate Board meetings and events