Position Overview
Title: Executive Administrator & Board Liaison
Department: Office of the Director
Reports to: Executive Director
Classification: Full-Time Exempt
Salary: $75k–$85k
The Executive Administrator & Board Liaison keeps communication and events between the staff, Board and committees running smoothly. This role is responsible for confidential administrative support to the Executive Director, Board and select senior leadership staff.
In this role, the Executive Administrator & Board Liaison oversees internal communications between multiple stakeholders, responds to public inquiries, tracks executive office expenses, facilitates donor relationships, and performs other duties as needed. A key function is to plan, monitor, and coordinate administrative projects as assigned from initiation through completion, often collaborating with other departments.
The Executive Administrator & Board Liaison has three major functions: 1) providing administrative support to the Executive Director, 2) serving as the administrative liaison between Frye’s senior leadership team and the Board of Trustees, and 3) a wide range of administrative, collaborative, communications and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of the Frye in achieving its mission-driven goals.
Responsibilities
Support the Executive Director:
- Coordinate and maintain the Executive Director’s internal and external schedule; create and confirm meetings, agendas and deliverables.
- Arrange travel and accommodations.
- Coordinate, organize, and assist with organization-wide communication; generate and distribute newsletters and updates to the staff from the Office of the Director.
- Support the Executive Director in prioritizing and meeting internal review deadlines and requests.
- Answer, screen and direct phone calls and messages.
- Track expenses for the Office of the Director and generate and submit expense reports in a timely manner.
- Maintain Executive Director’s files, including minutes for the bi-monthly Board meetings, senior team meetings, and various committee meetings.
- Maintain the Executive Director’s contact and email distribution lists.
- Schedule, generate agendas, take minutes, and provide logistical support for monthly all-staff meetings, bi-weekly senior team meetings, and special project committees.
Support and Liaise with the Board:
- Schedule and provide logistical support for meetings and luncheons of the Board and its committees.
- Generate agendas and other materials for meetings of the Board and its committees, take and generate minutes for all board-related meetings.
- Maintain Board reports, records, historic information, distribution lists and contact information; send out and track annual Conflict of Interest Forms and Disclosure Forms, and update Board Information and committee selection and membership.
- Maintain communications with the Board, including drafting and disseminating bi-monthly newsletters and unique updates from the staff to the Board and special project advisory committees.
- Assist in planning, hosting and administration of Annual Board and Staff Retreats.
- Provide logistical support for additional meetings at the request of the Executive Director or senior staff.
Additional Logistical and Administrative Support:
- Research, compile, draft, edit, and proofread correspondence, updates, documents, presentations, proposals, and reports, and coordinate materials as assigned by the Executive Director to ensure she and the Board and team are prepared for meetings and presentations.
- Assist Director of Communications & Strategic Planning with research and tracking related to long-term and strategic planning documents.
- Provide support as assigned by Executive Director for special projects lead by Division Heads.
- Assist with travel and logistics of Executive Director and Board special guests/visitors, including candidates for leadership positions, consultants, and public officials.
- Manage and maintain the central administrative office at the museum, including overseeing office and kitchen supplies.
- Assist in preparation for Frye events as needed.
Desired Qualifications, Knowledge, and Skills
- Ability to work standard office hours (Monday to Friday) and occasionally attend evening and weekend events at the museum.
- Ability to occasionally work remotely with reliable internet access.
- Previous Board Liaison experience, remote working experience and two years of providing administrative and operational support at the senior executive level, including booking travel, maintaining calendars, and tracking expenses preferred.
- Strong project management skills with attention to detail, ability to juggle multiple competing priorities.
- Excellent technical skills, including minute-taking, and skills with Microsoft Office and Teams, specifically Excel, Outlook, PowerPoint, and Word; experience working with InDesign also a plus.
- Aptitude for and willingness to learn new technologies, as appropriate, including cloud-based applications.
- Confident written communication, with polished professional writing, and the ability to proof-read and craft organization documents.
- Excellent verbal communications skills.
- Strong emotional intelligence, including the ability to build trust and rapport in relationships with colleagues and stakeholders from diverse backgrounds, be fully accountable for the impact of actions on others, and listen respectfully.
- Ability to foresee potential problems and plan contingencies accordingly.
- Ability to maintain and protect sensitive and confidential information.
- A commitment to Diversity, Equity, Accessibility, Inclusion, and Belonging (DEAIB) in the workplace and public space.
- Passion for the arts, museums, and serving diverse publics.
- Legal authorization to work in the United States.
Required Education/Experience
A bachelor’s degree or commensurate professional experience, including a minimum of five years of administrative support in an organization with multiple staff and stakeholders.
Benefits
- Full health benefits: Dental, Vision, Medical (100% employer-paid option)
- Transportation benefit: ORCA Card
- Commuter benefits
- 403b savings plan with a 1.5% employer match
- Employee assistance program
- 20% Museum store discount
- 35-hour work week
- Reciprocal Museum Membership
Working Conditions
Work areas are inside, in a climate-controlled environment with light background noise. Work is occasionally performed at other indoor and outdoor event sites. Shift times may vary to meet the museum's requirement to staff the facilities at all hours. Work may require travel, evening and weekend hours, and extended periods of attendance at museum events.
Remote Working Conditions
Some tasks may be performed off-site and through remote work. Equipment may be owned and maintained by the employee or the museum. Communications may be by email, mobile phone, internet video, electronic messaging, or other means as technology allows.
Physical Activities Required to Perform Essential Functions
- Approximately 85% of the time is spent working at a computer. A balance of time is spent moving around the work area and museum. Must be able to remain on-site for extended periods when installing exhibitions or participating in museum programs and events.
- Mobility to work in the museum, which is wheelchair accessible, travel offsite and to different locations.
- Ability to lift and carry 15 lbs.
- Ability to see, listen, and talk for extended periods in person, over the telephone, and computer.
- Visual acuity: color perception, close vision, accurate depth perception, and distance vision; ability to read print materials.
As much as possible, the Frye Art Museum will accommodate applicants with disabilities to perform essential functions/duties. Please contact the Human Resources Department (jobs@fryemuseum.org) for additional information.
Covid-19 Considerations
The Frye Art Museum encourages all employees to be fully vaccinated against COVID-19. Note that all employees are asked to adhere to museum guidance and policy for COVID-19, which may change over time.
How to Apply
We recognize that a successful candidate will meet many of the requirements in this job description but may not meet all the qualifications. We encourage applicants to apply if much of this job description describes them. As part of our commitment to a diverse, equitable, and inclusive workplace, we invest in building teams with various backgrounds, identities, and experiences.
The Frye is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, sex, religion, age, marital or veteran status, national origin, disability, sexual orientation, or any other basis prohibited by local, state, or federal law.
The position is open until filled. No emails or phone calls, please. Due to the high volume of applications received, we can only contact candidates whose skills and backgrounds best fit the needs of the open positions. We will contact you by email or phone if we wish to arrange a personal interview.
About the Frye
Seattle’s only free art museum, the Frye brings together art and new ideas within a stunning Olson Sundberg Kundig-designed building in historic First Hill. A founding collection of turn-of-the-century oil paintings is bolstered by a wide range of modern and contemporary art holdings, reflecting Seattle’s evolving identity and a commitment to exploring the art of our time. The Frye features a full and diverse viewing experience, from experimental collection presentations to artistic interventions, explorations of contemporary issues, and temporary exhibitions of new and recent artwork by regional and global artists.
The Frye also offers a range of free and low-cost programming for all ages. Mindfulness Meditation sessions, Community Days, lectures, artist talks, concerts, and more provide multiple opportunities for visitors to engage with art and community. Additional amenities include an acclaimed museum store featuring unique objects designed and crafted by Pacific Northwest makers and the newly open MariPili at Café Frieda.