Job Listing: Executive Museum Initiatives Manager

Job Postings ,

Taubman Museum of Art - Roanoke, VA

Closes - Open until filled.

Position Title – Executive Museum Initiatives Manager

Salary - Based on Experience.

Job Type - Non-Exempt

For more info and to apply - sreece@taubmanmuseum.org

Job Summary - The Executive Museum Initiatives Manager is responsible for working directly with the Executive Director to provide administrative support, Board and donor relations, and manage special initiatives including but not limited to accreditation, 75th anniversary multi-departmental projects and lead generation for leadership trainings. This position requires the ability to maintain a high degree of confidentiality, hospitality, customer service, technical competence and professionalism in performing all duties.

Job Duties and Responsibilities:

● Provide administrative support to the Executive Director (correspondence, travel
   arrangements, appointments, PO requests, receipts/reimbursement requests, etc.).
● Oversight of Museum Planning Calendar.
● Oversight of the Executive Director’s calendar and schedule.
● Research and book speaking opportunities for the Executive Director to promote banner
   exhibitions and programming.
● Research and create presentations for the Executive Director’s keynote community
   presentations, specialty workshops, and Museum presentations at receptions, signature
   events and staff meetings.
● Attend meetings or events, as directed, in place of or with the Executive Director to obtain
   notes and create follow-up materials, calls and emails.
● Manage communication and prepare materials as needed to support the Executive
   Director’s participation in community boards and group meetings.
● Assist the Executive Director with writing speeches, acknowledgments, blogs and articles.
● Prepare materials needed for Staff meetings from the Executive Director.
● Maintain the Museum’s Zoom accounts including scheduling and hosting meetings.
● Serves as host or co-host of Zoom meetings.
● Creates reports and statistical analyses.
● Assist with the writing and development of contracts for projects and hiring third parties.

Board and Donor Relations
● Create briefings as needed for donors, foundations, museums, and organizations.
● Manage communication with the Executive Director’s major donor portfolio including but
   not limited to congratulatory notes, articles, and scheduling meetings and calls.
● Attend Board Meetings, record proceedings, and prepare minutes. Maintain official
   minutes. Records, prepare, and assemble materials needed for meetings as required, and
   ensure that Board Trustees not present receive necessary information. Responsible for
   all Board Meeting logistics.
● Prepare and assemble materials as well as maintain official minutes and meeting records
   the Strategic Planning, Collections, and Executive Committee meetings as needed.
● Manage communication with Board Members on behalf of the Executive Director and
   ensure that all past, present, and future Board Members have any materials needed
   including onboarding packets, name tags, and maintaining Board information including
   lists and contact information.
● Give specialty tours to guests of the Executive Director including but not limited to VIP
   Architecture and Behind the Scenes tours.
● Review Deposit and Gifts Received Reports to bring attention important items for the
   Executive Director.
● Maintains Altru Constituent records to reflect information gathered through meetings with
   the Executive Director.
● Works with the Development Team and Executive Director to assist with the planning and
   implementation of donor receptions and events.

Special Initiatives
● Assist with compiling, reviewing, and submission of accreditation documents for the
   Museum. Annual updates with the Executive Director and all Deputy Directors.
● Research national and international museum and non-profit trends, create summary of
   key articles and white papers.
● Work with the Deputy Director of Community Engagement and Executive Director to
   create and update Institutional Membership Contracts as well as assist with any
   communication on behalf of the Executive Director to current and future leadership of the
  colleges and organizations.
● Assist Executive Director with lead generation, sales, booking, preparation and
   implementation of Leadership Trainings and other related programs.
● Works in coordination with Executive Director as key manager of 75th anniversary
   materials including but not limited to publications, research, time-capsule, and archival
   documentation. Creates briefing profiles, confirms appointments, and organizes resources
   (staff and equipment) for both individual appointments and event days for the Executive
   Director’s oral history participation.
● Manages the Museum-wide cross-departmental team for 75th anniversary planning.
● Implement special projects as assigned by the Executive Director.

General Duties:
● Assists with Museum fundraisers and key events including the banner exhibition opening
   weekend, Tastings, Women’s Luncheon, Sidewalk Art Show and First Friday Late Nights
   as assigned.
● Assists with grant reviews as needed.
● Perform other tasks as assigned.

Knowledge, Skills and Abilities:
Excellent oral and written communication skills; strong customer service and hospitality skills;
ability to respond effectively and professionally to inquiries or complaints; excellent organizational
and administrative skills and attention to detail; ability to work effectively with a multi-generational
audience; strong public presentations skills; ability to work effectively with all units and levels of
the organization; ability to function well with internal and external customers; ability to effectively
solve problems and strong conflict resolution skills; knowledge of best practices in museums and
non-profits; excellent computer skills with proficiency in use of spreadsheets, word processing
and Windows; ability to use office software and email.

Training, Education and Experience:
Position requires a 4-year college or university degree with major course work in business,
communications, museum studies, or a related field highly preferred. Customer service
experience required and museum experience preferred. Must have 5 or more years as an
administrative or executive assistant or related position with public relations or communications
experience preferred.

Special Requirements:
- Must possess and maintain a valid Virginia driver's license and maintain a driving record
acceptable to the Taubman Museum of Art and its insurance carrier(s).

- The Executive Museum Initiatives Manager must be able to have a flexible schedule in order to
keep up with the donor relations and special initiatives demands which differ given the event. This
is a Monday--Friday schedule including donor, fundraising and special events for evening hours
and weekends when needed.

Physical Demands and Work Environment:
Must be able to stand, walk, and sit; ability to use hands and/or fingers, reaching with hands and
arms; must be able to talk and hear; ability to occasionally climb or balance and stoop, kneel,
crouch and crawl as required; must have the ability to lift up to 40 pounds as needed; must be
able to see up close and have distance vision and have the ability to focus; must be able to work
in an above moderate noise level children’s area and studio environment.