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Interested applicants should send a cover letter, résumé/CV, and contact information for three professional references to hr@telfair.org.

Job Description:

Position: Executive Assistant
Department: Executive
Reports to: Executive Director/CEO
Job Classification: Full-Time, Non-Exempt
Date Written: March 19, 2024

 

Job Summary and Key Objectives:

Working independently and on a self-initiated basis, the Executive Assistant to the Executive Director/CEO performs advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of Telfair Museums’ policies and practices. The Executive Assistant maintains a healthy and helpful working relationship with both the Executive Director/CEO and the Board of Directors, in order to provide the extensive support needed. Independent judgement is required to plan, prioritize, and organize a diversified workload.

Key Responsibilities and Tasks:

  • Manage confidential information flow in executive administrative offices in a timely and accurate manner.
  • Proactively carries out general office duties including filing, copying, faxing, and providing technical assistance as requested for speeches and presentations.
  • On behalf of the Executive Director/CEO, or in his/her absence, obtains necessary information to act on routine and special requests made to the Director, such as support for donor and collector relations.
  • Creates and updates Excel spreadsheet with detailed information on Executive Director/CEO ongoing visits with donors, partners, and other funders as requested.
  • Maintains master files of core institutional documents (bylaws, code of ethics policy, collections management policy, conflict of interest policy, etc.)
  • Gather and analyze information required for various administrative reporting.
  • Effectively schedules and manages the Executive Director/CEO’s time, exercising a high level of discretion and judgment.
  • Schedules and maintains calendar of appointments and meetings and coordinates related arrangements.
  • Initiate and send appropriate gifts for bereavement, illness, thank you, and other occasions.
Meetings:
  • Maintains the meetings calendar of the Executive Director/CEO and briefs him weekly and/or daily on commitments (briefings to include all necessary documents) and setting up appropriate meeting materials (agendas, pens, paper, water, etc.)
  • Perform internet searches and other such research on meeting participants and partners and summarize information for Executive Director/CEO.
  • Autonomously schedules varied and complex meetings, special events, and other non-standard activities, including but not limited to meeting prep, logistical support, audio/visual support, and follow-up, as well as hosting responsibilities.
  • Organize monthly staff meetings, select, and notify speakers, and compile presentations into a power point presentation, and prepare remarks and announcements for Executive Director/CEO.
  • Schedules electronic Master Calendar for Jepson Center Boardroom and Anderson Library.
Financial/Travel:
  • Reconciles and completes monthly credit card expense report and on as needed basis reimbursements for Executive Director/CEO.
  • Makes travel and accommodation arrangements and provides itineraries for Executive Director/CEO and other senior staff.

Communications:

  • Screens telephone calls and visitors, and resolves both routine and complex inquiries.
  • Composes letters, text, emails, and other correspondence for Executive Director/CEO as requested.
  • Create complex Power Point presentations for Board of Trustees meetings, Annual Membership Meeting, Board of Trustees Standing Committee meetings, and other presentations.
Board Support Responsibilities:
  • Maintains Board of Trustee/Committee contacts.
  • Assembles Board materials for meetings, mailings, correspondence.
  • Composes agendas, sends meeting notices, attends Board meetings; takes, and transcribes minutes.
  • Maintains master files of minutes from all board and committee meetings.
  • Sends follow-up reminders for Board meetings and other Board functions.
  • Organizes board member committee preferences and disseminates information to Executive Director/CEO and Board President to assist in committee assignment.
  • Maintains accurate Board files with Board term dates and service history.
  • Maintains yearly committee meeting calendar and sends out timely reminders to members of upcoming meetings.
  • Prepares notebooks for annual Board member orientation and updates power point presentation.
  • Acts as staff liaison to the Chairman of the Board and completes projects as assigned.
  • Compiles the data for annual Board Orientation packets and the information for the annual Board of Directors Directory.
  • Acts as the Liaison to the Board of Directors and Executive Committee.
  • Acts as the conduit for communications between the Director’s office and the Board.
General Other Duties:
  • Oversees office supply orders for Jepson Center and staff.
  • Maintains refreshments supplies for Boardroom, Marketing, Education, and Security.
  • Maintains professional appearance and demeanor in a welcoming manner for board members, visitors, and all staff.
  • Other special projects as requested by Director/CEO.

Minimum Qualifications and Education:

  • Bachelor’s degree in preferred.
  • Minimum of 5 years’ relevant administrative experience; non-profit experience preferred.
  • Working knowledge of generally accepted office management procedures and practices or specialized training.
  • Highest ethics as they relate to all aspects of museum practices.
  • Ability to understand and maintain the highest levels of confidentiality.
  • Self-starter, detail-oriented, and sense of urgency to complete tasks accurately and on schedule.
  • Excellent verbal and written communications skills.
  • Ability to work with all levels of the organization.
  • Very flexible and helpful; evening and weekend hours may be required. Serves in an on-call capacity to respond to urgent email or phone requests as needed.
  • High proficiency in Microsoft Office suite including Outlook, Word, Excel, and PowerPoint; and standard office equipment to include copies, scanners, telephones, projection & presentation technology required.

PHYSICAL REQUIREMENTS:

Ability to perform various functions such as standing, sitting for prolonged periods of time, walking across uneven surfaces, climbing stairs, lifting at minimum 25 lbs, seeing in varying light conditions, and participating in some physical activities. While performing the duties of this job, the employee is occasionally required to independently travel in the local area.

Summary

Telfair Museums offers compelling expressions of visual culture — embracing three unique buildings and three distinct collections that bridge three centuries of art and architecture. The Museum develops awareness, understanding, and appreciation of the arts and serves as a dynamic cultural center connecting people of all ages and backgrounds.

Telfair Museums is the oldest public art museum in the South, founded in 1883 through the bequest of prominent local philanthropist Mary Telfair, who left her home and its furnishings to the Georgia Historical Society to be opened as a museum. Today, Telfair Museums consists of three unique buildings: Telfair Academy, the Owens-Thomas House & Slave Quarters, two National Historic Landmark sites built in the early 19th century, and the contemporary Jepson Center for the Arts.

Designed in neo-classical style by English architect William Jay, Telfair Academy houses 19th- and 20th-century American and European art, including paintings, works on paper, sculpture, and decorative arts. Highlights include fine examples of American Impressionism and Ashcan School Realism, with major paintings by Childe Hassam, Frederick Frieseke, Gari Melchers, Robert Henri, George Bellows, and George Luks. The Telfair Academy is also home to Sylvia Shaw Judson’s iconic Bird Girl statue, made famous in the Jack Leigh photograph on the dust jacket of Midnight in the Garden of Good and Evil.

The Owens-Thomas House & Slave Quarters is considered one of the finest examples of English Regency architecture in the country. In addition to the historic house museum and decorative art ranging from the late 18th to the early 19th century, the site includes rare intact urban slave quarters and a lovely parterre garden. The site underwent an award-winning reinterpretation in 2018, providing audiences with a broader understanding of how slavery impacted urban life in and beyond the home.

The Jepson Center, designed by acclaimed architect Moshe Safdie, is devoted to temporary exhibitions and today’s art and home to the Telfair’s Kirk Varnedoe Collection, a cornerstone of the Museum’s contemporary holdings. The collection features works on paper by some of the most pivotal artists of the past 50 years, including Jasper Johns, Chuck Close, Roy Lichtenstein, Jeff Koons, Robert Rauschenberg, Frank Stella, and Richard Avedon. Other contemporary artists include Carrie Mae Weems, Helen Levitt, Sam Gilliam, James Brooks, and many notable Georgia artists. Recent additions to the collection include the 2023 Dr. Walter O. and Linda Evans Collection gift of 30 works of art by leading African American artists.

In 2023, the Museum launched its new five-year Strategic Plan titled Telfair for All! which includes major initiatives such as the opening of the new Children’s Art Museum, funding for major exhibitions and acquisitions, the creation of a Visitor Experience and Engagement Department with a new Gallery Host staff, the opening of the new Wildflower Café, housed in the Jepson Center, and the development of Telfair Square and the Telfair Campus, and more.

Telfair Museums’ permanent collection of paintings, works on paper, photography, sculpture, and decorative arts contains over 8,000 objects from America, Europe, and Asia, dating primarily from the 18th to 20th centuries. Telfair provides a range of educational initiatives, including youth and family programming, school tour programs, preplanned field trips for Savannah-Chatham County Public Schools fourth and eighth graders, youth classes, and summer camps. Telfair offers adults a variety of virtual and onground classes and workshops, ranging from drawing and painting classes with established local artists to workshops related to current exhibitions and exhibition opening lectures. Telfair (www.telfair.org) welcomes approximately 230,000 visitors each year.

Mailing Address
Telfair Museums
PO Box 10081
Savannah, GA 31412
Phone Number
912.790.8800
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