Office Manager / Executive Assistant

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Organizational Overview

The Museum of Us (formerly the San Diego Museum of Man) is located on the unceded ancestral homelands of the Kumeyaay Nation in what is now known as Balboa Park. Our mission is inspiring human connections by exploring the human experience—in all of its beauty and its messiness. With our community’s guidance, we’ve transformed an old-school anthropology museum with a legacy of colonial and racist harm into a human-centered museum that builds understanding, empathy, and belonging, and—in turn—the capacity to effectuate positive change. We’re a place for everyone, but especially for those who haven’t been able to tell their own stories in mainstream museums. We’re also a place for the new and future generations of museum-goers, who will continue to expect more from their cultural institutions. The driving force behind our work is developing better and better practices in what a decolonial and anti-racist museum can look like and then creating a ripple effect in the museum field (and beyond). Four interrelated themes loom large for us: Identity, Home, Wellness, and Justice. Every one of our projects/initiatives begins with an examination of whether (and, if so, how) the work is oriented around and informed by our decolonial and anti-racist commitments.

Position Summary

The Museum of Us position of Office Manager/Executive Assistant plays a critical role in maintaining and continually improving the day-to-day operations of the Museum and supporting our CEO/board, while ensuring that the first impression of the Museum is of the highest quality. This professional position requires a strong verbal and written communicator, an excellent problem solver, and someone who is well-organized, meticulous and tech-savvy. We are seeking someone who personifies radical hospitality and is a team-oriented community builder full of positive, can-do energy, and the ability to solve problems. Our efforts to be a leader in the field recognize that our ability to do so depends on a first-rate, community-oriented, and supportive staff. Candidates are strongly encouraged to familiarize themselves with our mission, vision, and core values before applying.

Key Responsibilities

Reporting to the Director of Finance, the Office Manager/Executive Assistant is expected to work collaboratively with individuals throughout the Museum and perform the following duties:

Executive Leadership Support:

• CEO support, including:
  • Manage the CEO’s calendar, including all board, donor, partner, and other stakeholder meetings.
  • Provide hospitality for in-house CEO meetings.
  • Make all travel arrangements and prepare expense reports
  • Interface with donors at key points within the cultivation cycle.
  • Special projects and/or additional support when related to the role.
    
• Liaison with the Board of Trustees, including:
  • Schedule board, committee, and working group meetings and orientations.
  • Ensure that Board and/or Committee meeting agendas and meeting materials are prepared and distributed in a timely fashion.
  • Provide support for annual board retreat.
  • Attend all Board of Trustee meetings, including annual board retreat, and timely prepare meeting minutes.
  • Ensure high level of hospitality for all board gatherings.
  • Ensure all Trustee complete necessary forms, including but not limited to annual conflict of interest form.
  • Assure a professional and attractive setting in the office and for meetings.

Operations Support:

• Serve as primary reception contact in administrative building.
• Manage organization’s master calendar, including conference room/zoom and parking scheduling coordination.
• Manage mail and package delivery services. Pick up and distribute mail weekly. Prepare cash sheet.
• Assist with Special Events and Education events management (scheduling, calendaring, cancellation, communication).
• Work with IT support to ensure office systems are running smoothly and efficiently.
• Maintain and re-order office supplies as well as other miscellaneous items.
• Manage the Museum truck sign-out sheet and scheduling.
• Maintain, update, and publish staff phone and email lists.
• Maintain highly professional office décor standards
• General office duties when related to the role.

Education/Experience

Experience, Education, or Skills Required:

• A minimum of five years’ experience in executive support, non-profit administration, fund-raising, management or equivalent
• Professional demeanor, good judgment, flexible
• Detail-oriented
• Able to manage multiple and sometimes competing assignments
• Able to prioritize
• Ability to work well in multi-cultural settings
• Able to work effectively with minimal supervision

ADA Notations

• Regular sitting, standing, walking, climbing stairs, balancing, crouching, stooping, and communication (talking/hearing).
• Occasional lifting/moving up to 25 lbs.
• Vision requirements include close vision and ability to adjust focus.
• Noise conditions range from quiet to moderate noise.

Salary & Benefits

• Full-time salary range of $50,000 to $60,000 annually, depending on experience.
• Rooted in a focus on equitability and sustainability, we offer an exceptional employee benefits package, including:
  • Medical/dental/vision/life insurance and disability benefits;
  • 14 paid holidays, with the ability to substitute employee-designated holidays for museum-designated holidays;
  • Vacation (10-20 days/year, depending on seniority) and sick leave (10 days/year);
  • Three days paid Community-Centered leave to support and build community however define it;
  • Professional development opportunities
  • Matching retirement contribution plan, up to 6% of your annual salary;
  • $200 in “Museum Bucks” for you to support your work-life balance;
  • Birthday and anniversary gift cards;
  • A human-centered and highly supportive environment, which encourages team members to bring their whole selves to work.

Application Process

To apply for the Office Manager/Executive Assistant position, please email your resume and cover letter to: museum@museumofus.org.