MASS MoCA · 9 hours ago
Senior Manager of Executive Administration (Full-Time, Onsite)
North Adams, MA
Full-time
Onsite
Mid, Senior Level
$70K/yr - $82K/yr
3+ years expMASS MoCA is seeking a highly organized and detail-oriented Senior Manager of Executive Administration to provide comprehensive support to the Director and additional strategic and administrative support to the Senior Advisor and Secretary to the Board. This senior-level role involves managing complex initiatives, supporting special events, and ensuring effective coordination between the Director and various stakeholders.
Museums & Institutions
Responsibilities
Proactively manage the Director’s complex calendar, including scheduling ongoing and special meetings, responding to scheduling inquiries, and exercising judgment to prioritize and adjust meetings as needed
Track deadlines and provide proactive support to ensure timely completion of priorities and deliverables
Organize and manage select projects originating in the Director’s Office, advancing cross-departmental and institutional priorities; conduct research, prepare analyses, and recommend actions on a range of issues
Arrange domestic and international travel for the Director and her visitors, including developing detailed itineraries
Manages and directs the day-to-day work and performance of the Admin Assistant, exercising independent judgment and authority in personnel and operational matters. This position is responsible for effectively making decisions regarding hiring, promotion, discipline, discharge, performance evaluation, scheduling, workload assignments, mentoring, and corrective action. The role ensures consistent implementation and enforcement of institutional policies, procedures, and operational standards, and acts in the interest of the employer when addressing personnel, compliance, and performance issues
Anticipate meeting needs and manage all related organizational details. Develop agendas, briefings, minutes, and follow-up materials. Ensure the Director is fully prepared for meetings by organizing materials and providing background notes and talking points
Staff select meetings, including serving as a delegate for the Director when appropriate
Work closely with the Director, Deputy Director, and Content & Communications staff to manage correspondence to museum staff, partners, and stakeholders on behalf of the Director
Learn and maintain the Director’s voice and writing style to support communications needs. Proactively edit materials for the Director’s review and contribute to writing for grants, publications, presentations, reports, confidential labor relations matters, and internal and external communications
Collaborate with Advancement to support the Director’s donor engagement and fundraising work, coordinating Director-specific scheduling, logistics, and preparation for donor and prospect meetings, travel, tours, and visits, while Advancement leads donor strategy and stewardship and ensures follow-up and activity tracking
Plan, manage, and execute special events and convenings of the Director’s Office, including trustee-facing events, donor and partner gatherings, artist and advisor convenings, and other high-profile internal and external engagements. This includes end-to-end coordination of logistics, materials, run-of-show, staffing, and follow-up
Prepare agendas for Director’s Cabinet meetings; attend and participate in meetings as requested
Maintain awareness of museum activities and the work of other teams in order to brief and prepare the Director for meetings and events
Maintain strict confidentiality in all matters
Take notes at meetings and prepare and disseminate summaries and records as appropriate
Provide confidential, high-level administrative support, including maintaining files and correspondence, managing calls, and reconciling credit card accounts and expenses
Support the Director in onboarding and managing external consultants and advisors, including coordinating contracts, schedules, meetings, materials, and communications
Serve as a liaison between consultants and internal teams to ensure alignment, clarity of scope, and effective information flow
Prepare background materials, briefing documents, and meeting agendas to support productive collaboration between consultants and staff, including confidential materials
Track deliverables, timelines, and next steps for consultant-led work in partnership with internal stakeholders
Perform other duties in support of the Director’s Office and institutional priorities
Serve as the primary administrative and operational lead for Director-led special initiatives, including advisory councils, task forces, and cross-departmental projects (e.g., the Artist Advisory Council and similar bodies)
Support the formation, coordination, and ongoing stewardship of advisory groups by managing schedules, materials, communications, meeting logistics, and follow-up
Partner with internal stakeholders to ensure alignment between Director-led initiatives and institutional priorities, timelines, and resources
Track initiative milestones, decisions, and next steps; prepare briefings and summaries for the Director and senior leadership as needed
Provide administrative and logistical support to the Board of Trustees and its standing committees and task forces, including on-site, off-site, and virtual meetings, working directly with the Senior Advisor and Secretary to the Board of Trustees
Manage board meeting schedules, agendas, materials, and minutes using Boardable, the museum’s board management platform
Coordinate with board members to ensure timely access to meeting materials
Analyze and report on board engagement and participation metrics
Create and distribute board meeting packets via Boardable
Maintain and update active and emeritus trustee contact information, terms and reappointment schedules, bios, and committee assignments
In consultation with the Secretary to the Board, committee chairs, and staff liaisons, prepare and distribute agendas and materials for board and committee meetings
Take minutes at board meetings and prepare and disseminate records as needed
Ensure the Boardable platform (board of trustees management tool) is current, functional, and optimized for effective board communication
Regularly update user access and permissions for trustees and staff
Configure and customize Boardable settings to meet organizational needs
Monitor and troubleshoot platform issues, liaising with Boardable support as needed
Qualification
Required
Four-year college degree or equivalent professional experience
Excellent office and computer skills
Exceptional organizational, time management, and problem-solving abilities
Strong verbal and written communication skills
Ability to represent MASS MoCA professionally and compellingly to stakeholders
Flexibility, resourcefulness, and proactive judgment
Exceptional confidentiality and trustworthiness
Excellent customer service skills
Demonstrated ability to self-monitor, take initiative, and adapt to changing priorities
Proficiency with Microsoft Office, Google Workspace, databases, and internet research
Strong collaboration and teamwork skills
Knowledge of telephone and electronic communication protocol
Ability to prioritize and complete multiple tasks accurately in a fast-paced environment while meeting deadlines
Preferred
Working knowledge of and experience using CRMs (Tessitura ideal)
Experience managing board management software or similar platforms
Strong technical skills with the ability to troubleshoot software issues
Proficiency with project management and collaboration tools (e.g., Asana, Airtable, Slack, Google Workspace)
Three or more years of nonprofit experience; visual and/or performing arts experience strongly preferred
Benefits
Medical insurance
Dental insurance
Life insurance
Long term disability insurance
Flexible Spending Account (FSA)
Dependent Care Account (DCA)
Medical deductible reimbursement
401(k) retirement plan
Roth 401(k) option
Paid Time Off (PTO)
Sick Time
Emergency Assistance Fund (LemonAid)
Retirement planning support
Professional development reimbursement
Educational leave
Reciprocal Organization of Associated Museums (ROAM)
Employee Assistance Program (EAP)
Student loan repayment assistance
Discounts at Gift Shop and R&D Store
Staff appreciation social events year-round
This position does offer relocation assistance
Company
MASS MoCA
The Massachusetts Museum of Contemporary Art is a museum in a converted factory building complex located in North Adams, Massachusetts.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Andrew J. Coughlin
Senior People & Culture Partner (Sr. HRBP)
Blair Benjamin
Founder/Director, Assets for Artists & the Studios at MASS MoCA
Recent News
2025-06-24
2025-05-09
2025-05-07
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