California Arts Council

State of California

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Assistant to the Executive Director
San Jose Museum of Art

San Jose, CA

Job Title: Assistant to Executive Director Department: Administration
Reports to: Executive Director

Status: Full Time, exempt

Summary Job Description: Provides administrative and project support to the Executive Director and Board of Trustees; helps manage and support all special projects in the director’s office; supports the director’s development activities.


  • Coordination of activities, meeting collateral, communications, calendar, and events for Executive Director; related project support and project management.
  • Support for Board of Trustees and committees, including Executive Committee, Finance and Policy Committee, and Audit Committee.
  • Assistance with development activities of the director’s office.
  • Periodic interface with Board-level task forces.
  • Processing of expenses and budget tracking for Administrative department.
  • Oversight of various museum-wide administrative matters and special projects that involve a broad spectrum of Museum staff; coordination of staff meetings and other staff events.
  • Provide support and periodic management of research projects, sourcing information and imagery.
  • Service as frontline, public interface in providing administrative support for preparation and distribution of meeting minutes, scheduling, processing of mail, and completion of correspondence for director’s office.
  • Assistance for deputy director with various projects as needed, e.g. contract administration.
  • Additional duties as assigned. 

Minimum Qualifications:   

Bachelors degree required.  Minimum five years of comparable experience required.  Interest in museum operations and prior museum or non-profit experience desirable. Strong interpersonal skills, organizational, writing, and project-management skills essential. Basic understanding of budgets and ability to read/interpret spreadsheets. Excellent oral and written communication skills. Experience with Excel and Power Point is required. Copy editing experience a plus. Maturity and adeptness with trustee and donor-relations and ability to serve as an interface with the public. Highly organized, detailed oriented, and accurate. Ability to work in a fast-paced office environment. Ability to multi-task, work autonomously, and meet project deadlines.

Special Requirements:

Ability to lift approximately 10-15 pounds. Flexible time schedule, ability to attend early morning, evening, or weekend appointments, meetings, or events as required.


Deadline: 11-30-2016

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