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Arts administration ,
submitted by
A Peterson

Executive Assistant

About the Department As the fine arts museum of the University of Chicago, the Smart Museum of Art is a site for rigorous inquiry and exchange that encourages the examination of complex issues through the lens of art objects and artistic practice. Through strong scholarly and community collaborations and a welcoming approach to its exhibitions, collections, publications, research and teaching, and public programs, the Smart Museum plays a dynamic role in expanding artistic canons, rethinking received histories, introducing new perspectives, and engaging diverse communities—locally, nationally, and internationally. The Smart Museum will celebrate its 50th anniversary in 2024.

Job Summary The Executive Assistant reports to the Dana Feitler Director of the Smart Museum of Art. The position provides confidential and high-level office and location support activities by acting as lead and coordinating the work of others. Identifies enhances and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.


Manages the office of the Dana Feitler Director, with a strong focus on prioritization and efficiency. Provides administrative and logistical support for and coordination of the activities of the office of the Director.Organizes and manages select projects originating in the Director’s office, focusing on moving cross-departmental and institutional priorities forward effectively. Proactively manages the Director’s calendar, including setting regular and irregular meetings and responding to scheduling questions. Tracks deadlines and provides proactive support to ensure that they are met.Anticipates meeting needs and manages organizational details. Develops and manages agendas, briefings and other materials, minutes, and meeting follow-up. Staffs select meetings including serving as Director’s delegate when needed. Plans, manages, and executes follow-up tasks on the Director’s behalf.Prepares and/or contributes to briefings, presentations, reports, white papers, stewardship materials, etc.Makes travel arrangements and develops itineraries for the Director and visitors.Manages and orders supplies for Museum’s general operations and Museum departments.Organizes and processes payments for Museum, such as honoraria and vendor fees.Works closely with the Director to assist in the monitoring of the various financial and budgetary activities, such as department budgets and vendors contracts. Manages planning and budget for various initiatives such as staff-wide culture-building gatherings and professional development opportunities and outings.Works in partnership with Manager of Facilities and Security to manage the Smart Museum’s office needs including computer and printer leases.Supports the Director in responding to general Board member inquiries.Supports the Director’s participation in philanthropic efforts as needed. Manages outreach, scheduling, and follow-up for select prospect visits for the Director. Assists as needed with stewardship for annual and major gifts.Manages communications to Museum staff, University partners, volunteers, and donors on behalf of the Director. Works in partnership with communications and advancement colleagues to draft marketing and solicitation material and ensure that messages about institutional initiatives are consistent, clear, and mission aligned.Provides administrative and logistical support to activities of the Board of Governors and its subsidiary committees and task forces. Manages logistic for Board meetings, committee meetings, and other events, including managing the Smart’s portion of the Board of Governors’ budget on behalf of the Director (note that some expenses held by ARD). Schedules meetings and events. Partners with the Director, Development team, and staff in other departments as needed (e.g. Curatorial for Collections Committee) to support planning for meetings, including ensuring the timely preparation and distribution of agendas, meeting materials, and minutes.Organizes, manages, and staffs museum events, including evening and weekend functions, both in Chicago and elsewhere, as necessary.Participates in Smart Staff meetings, Museum diversity and inclusion efforts, and relevant partnerships across UChicago Arts and the University.Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.Performs other related work as needed.Minimum QualificationsEducation:Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Preferred QualificationsEducation:

High School Diploma or EquivalentExperience:

Three years of professional work experience in nonprofit management, development, alumni relations, marketing, public relations, sales, arts administration, or similar professional work experience.Experience working with trustees, donors, or other high-level volunteers.Previous experience in a university or similarly complex institution.Technical Skills or Knowledge:

Strong computer skills and familiarity with technology tools available, including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, etc and databases.

Preferred Competencies

Exceptional writing skills.Excellent organizational and analytical skills with strong attention to detail.Outstanding interpersonal and communications skills, characterized by the ability to listen and speak, with a strong commitment to customer service.Manage confidential information with discretion and tact.See projects through to completion and work well both with others and under own direction.Exceptional time management skills including the ability to handle multiple projects simultaneously and prioritize workflow, paired with flexibility and adaptability to new programs in an emerging and changing environment.

Working Conditions

Willing and able to travel to campus and/or non-campus locations during and outside regular business hours for museum business.Experience working collaboratively with individuals from varied sectors, both on and off campus.Commitment to diversity, equity, inclusion, and accessibility.Application Documents

Resume/CV (required)Cover Letter (preferred)When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.Posting Statement Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

Job Type: Permanent
Location: Chicago