Executive Personal Assistant

The Executive Personal Assistant (EPA) provides high-level relational, administrative, and operational support to the Chief Executive Officer (CEO) to advance the leadership and mission of one of the nation’s most important cultural institutions.

This role requires exceptional judgment, detail-orientation, discretion, and cultural sensitivity. The EPA ensures the CEO’s time, relationships, and communications are optimized for maximum institutional and philanthropic impact. The position demands grace under pressure, strong organizational skills, and the ability to anticipate needs in a dynamic environment that bridges history, culture, education, and global engagement. This role requires flexibility to support a highly visible CEO with a public-facing schedule that includes evenings and weekends.

The ideal candidate demonstrates composure, adaptability, and strategic foresight—reflecting IAAM’s values and representing the CEO and institution with professionalism and poise at all times.

• Provide executive-level administrative support, preparation, and materials review for meetings and events, media and presentations, CEO correspondence, and travel.
• In collaboration with Executive Administrator, provide administrative support for scheduling meetings, media, and public appearances and preparing relevant briefing materials and background.
• Anticipate CEO needs, previewing materials, briefings, logistics, and talking points in advance of meetings, engagements, and appearances.
• Serve as the interface for external communications, prioritizing and filtering information to ensure the CEO’s time is used efficiently.
• Co-manage and coordinate the CEO’s public schedule, appearances, and speaking engagements with Executive Office Administrator, in collaboration with communications, advancement, and programming teams.
• Provide discreet oversight of personal and professional tasks that ensure the CEO is well-positioned for success (e.g., wardrobe coordination for public events, gift sourcing for dignitaries, event seating plans, CEO hosting and support at events).
• Manage sensitive information with absolute confidentiality and professionalism.
• Maintain an organized and current system for managing contacts, invitations, and follow-ups across philanthropic, governmental, and cultural networks.
• Track action items, commitments, and deadlines resulting from meetings and correspondence, and ensure accountability for completion.
• Monitor CEO movement in real time to ensure schedule fluidity, timely arrival, and seamless transitions across meetings, events, and travel. Coordinate transportation, as needed.
• Draft and deliver personalized correspondence, acknowledgments, and follow-up communications that authentically reflect the CEO’s tone and IAAM’s brand.

• Coordinate with Executive Office Administrator and IAAM department/program leads to ensure the CEO’s participation in institutional initiatives is accommodated in CEO schedule and supported with timely information.
• Cultivate and support relationships of CEO portfolio supporting continuity and stewardship, inclusive of key and high-level donors, dignitaries, board members, community leaders, and elected officials.
• Coordinate hospitality and logistics for VIP and philanthropic visits to IAAM, ensuring an experience that reflects the museum’s excellence and mission.
• Anticipate opportunities—such as anniversaries, honors, or milestones—to strengthen the CEO’s relationships and deepen institutional goodwill.
• Monitor CEO and IAAM media and social mentions, flagging opportunities, risks, or reputational moments that may require executive acknowledgment or response.
• Support the CEO in serving as IAAM’s principal ambassador, ensuring consistent alignment between executive engagements, institutional priorities, and museum messaging. As CEO key support staff, appear as and embody extension of brand.

• Education and Experience:Bachelor’s degree or equivalent combination of education and relevant professional experience required; additional certification in business…