The Executive Assistant (EA) provides high-level administrative support to the Executive and Artistic Director (EAD) of The Fabric Workshop and Museum (FWM) and serves as the primary liaison to its Board of Directors. Working at the center of the organization, this role operates in a fast-paced environment, requiring strong judgment, discretion, and the ability to stay several steps ahead. As part of a small and highly collaborative team, the EA approaches the role with a hands-on mindset and a willingness to contribute where needed.
The EA manages competing priorities to keep the Executive Office running smoothly under pressure. The role regularly engages with Board members, donors, artists, and cultural leaders on behalf of the Executive and Artistic Director, representing the organization with care while handling sensitive information with discretion.
Acting as a central connector, the EA works most closely with the core areas of Exhibitions, Advancement, and Finance/Operations. It also interfaces with the Studio, Education, and Marketing and Communications departments, as well as Visitor Services and Museum Facilities. In this capacity, the role extends the reach of the Executive and Artistic Director by ensuring alignment with organizational strategy and keeping the EAD informed, prepared, and able to act on key priorities across the museum.
DUTIES & RESPONSIBILITIES
Executive Support
- Manages the Executive and Artistic Director’s daily calendar, executing complex scheduling for internal and external parties; acts as the primary point of entry for the Executive Office, protects dedicated blocks of focus time, and maintains real-time awareness of the EAD’s movements to ensure smooth daily operations.
- Prepares the Executive and Artistic Director for all commitments by compiling briefing materials and research; tracks the ED's outstanding deliverables to ensure timely follow-up and adequate preparation time.
- Reconciles monthly expense reports and financial documentation, ensuring all items are coded accurately; coordinates all aspects of domestic and international travel.
- Drafts high-level correspondence and agendas, manages the administrative routing of documents for signature, and maintains the Executive Office's internal administrative files.
- Handles sensitive institutional matters and confidential information with absolute discretion, serving as a model representative of the organization.
Board Liaison
- Acts as the primary administrative point of contact for the Board of Directors and committees; provides responsive support to trustees with discretion and sensitivity to their priorities and schedules.
- Manages and schedules the full yearly cycle of Board and committee meetings; directs all on-site and virtual logistics, including AV configuration, room setup, and meeting-specific hospitality.
- Drafts agendas and works with department heads to gather content for meeting materials; ensures all Board packets are proofread, formatted, and distributed to high professional standards and well ahead of schedule.
- Records and edits precise meeting minutes; provides active administrative assistance during meetings and tracks specific tasks and deadlines to ensure follow-up work stays on schedule.
- Maintains the annual Board directory, including biographies and contact information; manages secure archives for all official governance and Board records.
Cross-Functional & Operations Support
- Welcomes high-profile stakeholders, artists, and guests; ensures the museum is presentable for special visits and provides thoughtful hospitality for visitors to the Executive Office. Perform occasional light housekeeping in FWM’s administrative offices.
- Coordinates the logistical planning and execution of important events, receptions, and meetings, managing vendor relationships including catering and on-site support.
- Provides administrative and logistical support for the Executive and Artistic Director’s curatorial and institutional projects, tracking timelines and planning milestones to ensure coordination across all departments. Contributes to and leads special projects, as assigned.
- Oversees the organization-wide master calendar to ensure the facility and staff are operationally ready for incoming guests, including artists-in-residence, education tours, apprentice programs, and VIPs.
- Partners with the Senior Directors of Finance/Operations and Advancement to maintain and organize shared departmental files, ensuring institutional records, contracts, and financial documents are consistently archived and accessible.
- Provides administrative backup to the Senior Directors on specific tasks to ensure their work remains closely synced with the Executive Office.
- Develops a deep understanding of FWM’s history and mission to support daily operations and institutional projects.
- Performs other related duties within the scope of the role as assigned. As part of a small and highly collaborative team, this role approaches the work with a hands-on mindset and a willingness to contribute wherever needed.
SUPERVISORY RESPONSIBILITIES
- This position is a confidential role and has no supervisory responsibilities.
COMPETENCIES
Anticipating Needs: Proactively identifies what the Executive and Artistic Director needs next, protects their time, and stays several steps ahead to keep priorities on track.
Organization: Maintains a high level of order and precision; creates logical filing and tracking systems that ensure information is always accurate and easy to find.
Communication: Demonstrates professional-level proficiency in English, with exceptional written and verbal communication skills, producing polished materials with strong proofreading and attention to detail.
Discretion: Maintains absolute confidentiality and uses strong judgment when handling sensitive financial, personnel, and leadership information.
Adaptability: Welcomes change and organizational evolution; stays flexible and positive when priorities shift and is comfortable iterating on existing processes.
Internal Coordination: Acts as a central link across the museum, ensuring the Executive, Advancement, and Finance/Operations offices stay synced and informed alongside other departments.
Interpersonal Skills: Navigates high-pressure situations with a sense of humor and grace; builds authentic, professional relationships with staff, trustees, and guests.
Integrity & Inclusion: Works ethically and treats all people with respect; maintains sensitivity toward diverse identities, including queer, disability, and historically underrepresented communities, while upholding the organization’s values in every interaction.
QUALIFICATIONS
- A minimum of 3 years of experience supporting executive leadership, or 5 years of experience in high-level administrative roles.
- Professional-level proficiency in English with superior communication and proofreading skills.
- Experience in events and travel coordination and executing monthly expense reconciliation.
- Demonstrated history of working with Boards of Directors and a foundational understanding of nonprofit organizational infrastructure.
- Technical experience tracking project logistics preferably within a museum or arts setting.
- Advanced proficiency in the full Microsoft Office Suite, particularly Word, Excel, and PowerPoint; familiarity with SharePoint and Microsoft preferred. Extensive experience with virtual meeting platforms (e.g., Zoom, Teams Meetings). Proficient in both Mac and Windows environments.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- Occasionally required to stand or walk.
- Continually required to sit.
- Continually required to utilize hand and finger dexterity.
- Occasionally required to climb, balance, bend, stoop, kneel or crawl.
- Continually required to talk or hear.
- Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard.
- Occasionally required to lift/push/carry items up to 40 pounds.
- Occasionally exposed to outside weather conditions
- Occasionally required to work early mornings, evenings, and weekends.
