Executive Assistant – Part Time

Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact on all matters pertaining to the Office of the President. The Executive Assistant also serves as secretary to the Board of Trustees.

The Executive Assistant must be creative, proactive, and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


President and CEO’s Office:·

Schedule meetings and manage an extremely active calendar of appointments. Plan, coordinate and ensure the President’s schedule is followed and respected. Provide “gatekeeper” and “gateway” role for direct access to the President’s time and office.

  • Prepare expense reports, credit card statements and invoices for payment; compose correspondence that is sometimes confidential; arrange travel, itineraries, and agendas.
  • Communicate directly, and on behalf of the President, with Board members, donors, funding sources, and community executives.
  • Organizes correspondence; researches, prioritizes, and follows up on incoming issues and concerns addressed to the President; determines and drafts appropriate course of action, referral, or response for President’s reply. Manages a variety of special projects for the President, including those of a sensitive or confidential nature.
  • Demonstrate leadership to maintain credibility, trust and support with members of senior staff; build relationships crucial to the success of the organization.
  • Maintain confidential account and password information for the Museum.
  • Order office supplies for Museum staff.
  • Open daily postal mail and distribute.

Board of Trustees:

  • Working with the Chair, schedule meetings, request and compile reports, agendas and meeting materials; electronically distribute meeting materials to Trustees prior to board meetings.
  • Attend board meetings, may include some committee meetings, to take minutes; type minutes for Chair’s review.


  • Strong organizational skills; ability to prioritize multiple tasks seamlessly to meet deadlines; excellent attention to detail.
  • Expert level written and verbal communication skills.
  • Emotional maturity.
  • Highly resourceful team-player; ability to be extremely effective independently.
  • Handle confidential information with discretion.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements:

  • Bachelor’s degree preferred.
  • Strong work tenure: minimum five years of experience supporting C-Level Executives.
  • Experience and interest in internal and external communications, partnership and development.
  • Proficient in Microsoft Office, Adobe Acrobat Pro, Zoom meetings.

Weekly Hours:  20 to 25; 3 days per week in office          Hourly Rate:  $20.00 to 24.00

The Allentown Art Museum is committed to providing equal employment opportunities without regard to race, creed, color, national origin, sex, age, veteran status, sexual orientation, and disability.