Req #: 234501

Department: BURKE MUSEUM

Posting Date: 05/21/2024

Closing Info: Open Until Filled

Salary: $5,300 - $5,900 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Executive Assistant’s primary responsibility is relationship management for the Executive Director. This work encompasses all levels of support for achieving the mission of the Burke Museum and is responsible for acting as Board Liaison to the Burke Museum Association (BMA), coordinating all aspects of BMA meetings, and serving as the focal point of contact among BMA members, the Director, the Burke Administrator, and museum staff. The Executive Assistant also scopes and manages special projects within the Museum, which may have impact beyond the Museum itself.

Regularly and consistently exercise independent judgment and discretion in all of the following areas of responsibility:

Executive Assistant to Director (60%):

• Work with the Director and other museum leadership to manage projects of crucial importance to the Burke.Use sound judgment in determining appropriate guests and subject matter. Delegate as necessary to ensure urgent issues are addressed in a timely manner, by self or others.

• Maintain strict confidentiality for all sensitive information received on behalf of the Director and disseminated from the Director.

• Draft correspondence and gather information to support the Director’s presentations. Review communications from the Director’s Office to ensure clear and consistent messaging.

• Independently represent the Director at meetings and other events when required, with delegated authority to make decisions as necessary.

• Serve as a trusted and impartial advisor to the Director, understand the relevance of information, and consistently gather and share relevant information needed for the Director to make effective decisions.

• In coordination with the Director of Development, support and conduct behind the scenes tours, lunches, meetings, and follow-up for high profile guests/donors. Utilize Advance (donor database) to ensure that Director’s correspondence with donors and board members is timely, appropriate, and internally documented.

• In partnership with Burke leadership, create agendas for Leadership Team and All Staff meetings. Ensure all parties are communicated with clearly regarding all pre- and post-meeting details and action items.

• Work with the Associate Director For Research And Collections (ADRC) on preparation for and scheduling of Curator meetings.

• Manage the monthly All Staff and weekly Quick & Dirty meetings, coordinate for the Director inside and outside meetings and events.

• Coordinate communication, food, and space adequately for all staff events. Make independent decision, as appropriate, to ensure success of these events.

• Actively track the Burke’s annual legislative activity; communicate relevant activity as appropriate, within the Burke and to other UW entities.

• Create and file lobby reports with the UW State Relations Office on behalf of the Director’s and ADRC’s lobbying activity each quarter.

• Work with the ADRC on faculty searches and provide project management and support as needed.

• Coordinate meetings between organizational consultants and Burke staff as needed. Schedule meetings and act as contact for consultants if necessary.

• Operate as point of contact among Director, College of Arts of Sciences leadership, and UW leadership.

• Manage Adjunct / Affiliate Curator renewals. Work closely with curatorial staff / collections managers to gather all relevant information. Work closely with the Dean’s Office to process appointments.

• Take on additional special projects as needs arise, in support of the Director and others in Burke leadership.Burke Museum Association Board Liaison (40%)

• Coordinate scheduling, communication with, set up and tracking of the Burke Museum Association board and committee meetings, as well as meetings with the Director, Burke staff and other museum constituents.

• Provide minutes and notes to BMA members and museum staff for BMA board and committee meetings.

• Maintaining the BMA Teams Channel including all files with minutes from all the meetings.

• Assist Director and Museum staff in maintaining positive and constructive relationships with board members. Work in close coordination with the Development Director.

• Track and communicate information for all BMA meetings (attendance, schedule, volunteer hours).

• Working with the co-chairs of the EIBD committee, support the training of new BMA members with orientation to board duties, culture and Burke Museum information. Minimum Requirements:

• 2 - 3 years of professional or relevant experience in executive assistance.

• Excellent written and verbal communication skills.

• Bachelor’s degree. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Additional Requirements:

• Must be exceptionally detail-oriented and organized.

• Must closely follow direction.

• Must be proficient with all Microsoft Office programs, to include Excel and PowerPoint. Must be willing to propose, learn, and implement new technologies to improve efficiency of the Director's office.

• Must be proficient in Zoom, and conference meeting management in a hybrid environment.

• Must have strong and proven writing abilities.

• Ability to establish priorities, work independently, and proceed with objectives without supervision.

• Ability to meet consistent attendance requirements.

• Ability to interact with supervisor, colleagues, and museum constituents in a professional manner. Desired:

• 6 - 8 years of related experience.

• Experience with museums is preferred.Conditions of Employment:

• Adhere to customer service standards as an ambassador of the Burke Museum

• Uphold the institution's commitment to equitable and inclusive practice

• Open to an alternative schedule that may occasionally involve flexing schedule to work on weekends

• Ability to work in an open environment with visual and audible distractions

• Wear required credentials and work attire at all times and uniforms and name tags as required by position

• Adhere to Museum building access policies, including key and access card management.Application Process:The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.