Executive Assistant
EMPLOYMENT TYPE
F/T Non-exempt
UNIT
Executive Office
OPEN DATE
02/13/2026
Position Summary:
The Executive Assistant serves as a strategic administrative and project management partner to the President & CEO, and as needed supports the COO and CFO. This position manages the Executive Office and acts as a liaison between executive leadership, senior staff, donors, and external stakeholders.
Beyond traditional executive support, this role provides structured project tracking, process coordination, briefing preparation, and cross-departmental follow-up to ensure that institutional priorities advance efficiently.
The position requires the ability to balance multiple priorities, manage confidential matters, anticipate needs, and ensure that leadership engagements, both internal and external, are supported and well-executed.
This is a hybrid position (up to two remote days per week), with occasional evening and weekend responsibilities tied to Board meetings, donor events, and Museum-wide programs.
Essential Duties and Responsibilities
Executive Project Management & Strategic Support
- Support the President & CEO in tracking strategic initiatives, cross-departmental priorities, and institutional deliverables.
- Develop and maintain systems to monitor major assignments, deadlines, and follow-ups across leadership.
- Prepare briefing materials, presentations, reports, itineraries, and talking points for Board meetings, donor meetings, speaking engagements, and travel.
- Draft written updates and summaries for internal leadership use.
- Coordinate with senior staff on institutional projects and special initiatives requiring Executive Office oversight.
- Anticipate information needs and proactively gather materials in advance of meetings and decision points.
Liaison to Leadership, Board & Staff
- Board Support
- Support logistics for quarterly Board and Committee meetings, including scheduling, materials preparation, minute taking, and follow-up.
- Maintain schedules for CEO one-on-one meetings with Board members.
- Provide on-site support for Board meetings and related events.
- Executive & Senior Staff Liaison
- Coordinate weekly Executive Leadership Team meetings and monthly All Staff meetings.
- Support communication of CEO priorities and decisions clearly and diplomatically across departments.
- Track items requiring CEO review or approval and ensure timely follow-through.
- As appropriate, assists other departments and works as a member of interdepartmental teams to ensure effective and efficient operations.
- External Stakeholders
- Interact professionally with Trustees, donors, corporate partners, community leaders, government officials, VIPs, and advisors.
- Represent the Executive Office with diplomacy and professionalism.
Correspondence & Communication Management
- Screen and manage telephone calls, emails, and mail, responding independently where appropriate.
- Draft and edit correspondence, memoranda, acknowledgments, and briefing documents.
- Prepare presentation decks and written materials for internal and external audiences.
- Maintain consistent tone and professionalism aligned with the Museum’s voice and values.
- File correspondence and contact updates into the constituent database as appropriate.
Calendar & Meeting Management
- Manage the CEO’s complex calendar, balancing internal priorities, Board commitments, donor cultivation, public engagements, and travel.
- Schedule and coordinate all internal and external meetings, ensuring materials are prepared in advance.
- Prepare detailed meeting briefs including attendee background, objectives, logistics, and follow-up actions.
- Coordinate cross-departmental preparation for major engagements.
Travel & Event Coordination
- Arrange comprehensive travel logistics including flights, hotels, ground transportation, itineraries, and supporting materials.
- Prepare expense documentation and reimbursement materials.
- Provide logistical coordination for CEO participation in external events and speaking engagements.
- Provide on-site support for key Museum events and donor gatherings.
Administrative Systems & Data Management
- Maintain accurate records within the Museum’s constituent database.
- Support preparation of donor tracking and reporting materials.
- Manage Executive Office files (digital and physical) using an efficient and confidential filing system.
- Utilize Board portal software and support Board materials management as needed.
- Maintain tracking systems for leadership follow-up items and institutional priorities.
Professional Conduct & Institutional Collaboration
- Handle confidential and sensitive matters with the highest level of discretion.
- Exercise independent judgment and initiative when guidance is limited.
- Demonstrate cultural competency and comfort working in a diverse, multi-generational, and multicultural environment.
- Work collaboratively across departments to ensure effective and efficient operations.
- Perform other duties as assigned in support of Museum priorities.
Staff members must be able to work with visitors of all ages to support the various events sponsored by the Museum.
Each staff member will be expected to work on a minimum of three museum-wide events per year:
- JANM’s Gala and Online Auction—(off-site) typically held in the Spring (April-May)
- Oshogatsu Family Festival (1st Sunday in January)
- Natsumatsuri Family Festival (Saturday in August)
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
Knowledge, Skills, and Abilities
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above.
Education
High School Diploma, Bachelors degree preferred; or an equivalent combination of education and experience.
Experience/Knowledge
At least 5 years of senior-level executive support experience. Outstanding organizational skills and attention to detail, with the ability to prioritize competing demands, meet deadlines, demonstrate strong follow-through and systems orientation, and anticipate needs while proactively problem-solving. Ability to work independently with minimal supervision while maintaining a collaborative mindset, strong service orientation, and willingness to contribute to institutional events and cross-departmental initiatives.
Communication
Exceptional written and verbal communication skills, with the ability to draft and edit correspondence, briefings, and presentations with clarity and professionalism, and strong interpersonal skills to engage effectively with Trustees, donors, staff, and external stakeholders.
Computer
High proficiency in Microsoft Office, Google Workspace, Zoom, and presentation software, along with facility in using spreadsheets, databases, and donor tracking systems, and comfort learning new platforms and systems as required.
Math
Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning
Demonstrated ability to handle highly confidential matters, supported by strong emotional intelligence, situational awareness, and consistent tact, diplomacy, and sound judgment in all interactions.
Physical
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Environment
The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
The Executive Assistant is a regular, full-time position, scheduled for 40 hours per week, Monday–Friday. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you will be employed until any date in the future.
REPORTING RELATIONSHIPS
Reports To: President & CEO
Positions Supervised: None
Salary Range
$32.00 per hour to $33.80 per hour