Assistant to the Director
Seeking an exceptionally resourceful, proactive, and highly adaptive Assistant to the Director to provide complex, high-level administrative support.
Position Summary
The University of Michigan Museum of Art (UMMA) seeks an exceptionally resourceful, proactive, and highly adaptive Assistant to the Director to provide complex, high-level administrative support. This role performs advanced, diversified, and confidential duties requiring broad and comprehensive experience, sound judgment, and deep understanding of the Museum’s mission, policies, values, and practices. The ideal candidate thrives in environments marked by ambiguity, shifting priorities, and multiple simultaneous projects – and demonstrates excellent instincts in anticipating needs, resolving issues, and navigating dynamic demands.
This opportunity will appeal to candidates who excel in a fast-paced, team-based environment; who bring strong organizational and prioritization skills; with expert operational flow and precision keeping the details aligned so the director can stay focused, and who are energized by the possibilities and complexities of working within a large, research-based university.
Duties & Responsibilities
- Manage Complex and Changing Priorities: Autonomously and effectively schedules and manages the Director’s time in a fast-moving environment with frequent shifts in priorities. Exercises a high level of discretion, judgment, and instinct in briefing the Director and adjusting plans as needed.
- Calendar and Communication Management: Manages the Director’s schedule, including appointments, meetings, and travel logistics; prepares supporting materials and ensures the Director is fully briefed. Screens calls and visitors, addressing routine and complex inquiries. Provides limited calendar support for the Deputy Director for Public Experience, Learning, and Operations, and the Deputy Director of Curatorial Affairs.
- Financial and Administrative Support: Prepares University credit card and hosting documentation for reconciliation for the director, the Deputy Director for Public Experience, Learning, and Operations and the Deputy Director of Curatorial Affairs.
- High-Level Correspondence and Documentation: Initiates, drafts, and prepares original correspondence, reports, presentations, and talking points. Upholds professional and consistent protocol in the Director’s Office and communicates the tone and priorities of UMMA.
- Stakeholder Engagement: Provides essential stewardship for the Director’s relationships with donors, collectors, campus partners, and external stakeholders. Represents the Director when gathering information or responding to inquiries.
- Event and Meeting Coordination: Schedules and coordinates varied and complex meetings-often involving multiple partners, time zones, or formats (in-person/virtual). Oversees meeting preparation, logistics, follow-up, and hosting responsibilities. Coordinates all-staff meetings and team-building activities.
- General Office Operations: Proactively performs administrative duties including filing, copying, and providing technical support for presentations and speaking engagements.
- Materials and Research Management: Maintains the Director’s contact lists and project files; gathers and manages research materials; and oversees periodical subscriptions and institutional memberships.
- Cross-Team Support: Provides administrative support to other members of the administrative leadership team for projects related to the Director’s initiatives, demonstrating flexibility and resourcefulness.
- Additional Responsibilities: Carries out other tasks and projects as assigned, often in response to evolving needs or urgent priorities.
Required Qualifications
- A bachelor’s degree or equivalent work experience
- 3-5 years of professional experience working in a support capacity
- Ability to work successfully in a matrix environment
- Expert-level skills in communication
- Confident with technology use, especially Google workplace and Zoom
- Demonstrated ability to problem solve and skills in customer service
- The ability to work independently and as a team member
- Demonstrated experience with setting priorities with multiple assignments/deadlines and can adapt as circumstances change
Work Location
This position is eligible for a hybrid schedule, working three days onsite per week depending on workload and deadlines
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Department:
Director’s Office
Location:
Hybrid
Appointment:
Full-Time
Salary Range:
$54,000 – $58,000