Executive Assistant to the UMFA Executive Director

Please do not contact the Museum directly, all applications must be submitted through the University of Utah portal: https://utah.peopleadmin.com/postings/182474

The Utah Museum of Fine Arts is located on the campus of the University of Utah and offers visitors the opportunity to explore over 5,000 years of human creativity with a collection of over 20,000 objects and art works from classic Greek and Roman antiquities to cutting-edge, contemporary art. Founded in 1914, the UMFA is the state of Utah’s art museum, creating exhibitions and programs that serve a wide array of audiences. The UMFA is housed in the award-winning Marcia and John Price Museum Building.

The Utah Museum of Fine Arts (UMFA) is seeking a dedicated and personable Executive Assistant to provide high-level support to the Executive Director. This key role ensures the smooth operation of the museum’s leadership activities and helps foster a welcoming, efficient, and professional environment. The Executive Assistant works closely and collaboratively with colleagues across the Museum and interacts frequently with high-level donors and University administrators. The ideal candidate will be kind, organized, discreet, proactive, and comfortable working in a vibrant arts setting with a dash of good humor.

Offered salary is $45,000-$52,000 plus University of Utah comprehensive benefits package including tuition reduction, health care, retirement (14.2% employer paid), paid holidays, vacation, and sick leave.

Responsibilities:

1. Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements (via the University’s Travel System)
2. Prepare, review, and organize correspondence, reports, presentations, and meeting materials, as needed
3. Serve as a key point of contact between the Executive Director, museum staff, board members, donors, artists, and visitors
4. Communicate frequently with the Museum’s Board of Directors and other volunteer/donor groups
5. Schedule, organize and take minutes at Board meetings and other meetings, as needed
6. Organize and track Board membership, correspondence and communication, as needed
7. Work closely with the Museum’s Director of External Relations and colleagues in the Development Department to assist with donor issues, events, meetings, gift entry and acknowledgements (Blackbaud and Salesforce platforms)
8. Handle confidential and sensitive information with utmost discretion
9. Assist with communicating and coordinating All Staff events and meetings, as needed
10. Foster positive relationships and represent the UMFA professionally and warmly
11. Maintain organized filing systems, Director’s Office supplies, and ensure operational efficiency
12. Prioritize tasks effectively, managing multiple deadlines with a positive attitude
    
    Qualifications:
    
    Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.
    
    Preferences:
    • Proven experience as an executive assistant or in a similar administrative support role, preferably in a cultural or nonprofit environment
    • Excellent organizational, time-management, and multi-tasking skills
    • Ability to handle confidential information professionally and discreetly
    • Strong written and verbal communication skills
    • Warm, approachable, and mature personality with a good sense of humor
    • Ability to work independently, reliably, and proactively
    • Passion for the arts and arts administration (experience in museums or arts organizations is a plus)