Executive Assistant, Collections

2 weeks ago

Toronto, Canada Royal Ontario Museum Full time

Are you passionate about culture, the arts, natural history, and science? Are you keen on how these elements aesthetically come together to tell the many stories of humanity? **Then consider a career at ROM.**

***:
We are seeking a dynamic and forward-thinking Executive Assistant to support Co-Chief Curator, Art and Culture at the Royal Ontario Museum (ROM). In this exciting role, you will work at the forefront of creativity and strategy, providing critical support to help drive the ROM's mission forward. As our Executive Assistant, you will manage the daily operations of the Co-Chief Curator, Art and Culture, including scheduling, correspondence, presentations, and budgetary accounts. You will also play a key role in developing and implementing administrative procedures and protocols to ensure our executive team's smooth and efficient operation. At the same time, you will have the opportunity to work on strategic initiatives that will help shape the future of the ROM. From coordinating special events and lectures to assisting in grant proposal preparation, you will be an integral part of a team driving innovation and growth in culture, arts, natural history, and science.

**RESPONSIBILITIES**:

- Provide essential administrative support to the Co-Chief Curator, Art and Culture, ensuring our executive team has the resources to achieve strategic goals and drive innovation in culture, arts, natural history, and science.
- As a Calendar Management Specialist, your primary responsibility will be to streamline the schedules of the Co-Chief Curator, Art and Culture, and other executive team members, promoting collaboration and innovation throughout the organization. You must also handle highly sensitive and confidential materials with the utmost discretion. Additionally, you may coordinate staff or programs to ensure seamless operations.
- Develop and implement administrative procedures and protocols that enable our executive team to operate seamlessly and efficiently, ensuring maximum productivity.
- Produce high-quality business correspondence, reports, speeches, minutes, and presentations that align with the ROM's strategic vision, conveying the intended message effectively and engagingly.
- Coordinate special events and lectures that align with our strategic goals and provide maximum value to stakeholders, managing all aspects of logistics and material gathering to ensure seamless execution.
- Provide briefing packages for executive meetings, transcribe and distribute minutes following discussions, and keep stakeholders informed of critical developments and decisions, enabling the smooth functioning of our executive team to take minutes, perhaps at any confidential committee meetings etc.
- Ensure seamless travel and accommodation arrangements for domestic and international travel, providing executives with the necessary resources to travel safely, comfortably, and efficiently.
- Manage procurement of supplies as required to ensure executives have access to the resources they need to achieve their goals, keeping costs under control.
- Track monthly expenditures for the Co-Chief Curator's accounts and work closely with our Finance department to manage budgets effectively and efficiently, enabling our executive team to make informed decisions based on accurate financial information.

**QUALIFICATIONS**:

- A university degree in a Business or culture-related program or equivalent experience and education is required to demonstrate a strong foundation in the knowledge and skills necessary for this role.
- A minimum of five (5) years of progressively responsible experience in a senior administrative environment is required to demonstrate the ability to effectively manage and coordinate activities and projects in a fast-paced and dynamic organization.
- Demonstrated intermediate to advanced skills using MS Office Suite, particularly in Outlook and Teams, and Adobe, are required to ensure efficient and effective communication and collaboration across the organization.
- Strong organizational skills and the ability to manage and coordinate details for projects, anticipate logístical and administrative needs, and manage the scheduling of executive calendars are required to ensure the smooth operation of the executive team and support the achievement of strategic goals.
- Strong initiative, problem-solving skills, and sound judgement are required to effectively coordinate and maintain activities, make informed decisions, and address complex situations.
- Previous experience compiling submissions to prepare grant proposals is highly desirable, as it demonstrates the ability to secure funding for critical initiatives that support the organization's strategic goals.
- Strong business communication skills are essential for successful communication with various internal and external contacts. Working on highly confidential strategic projects or initiatives requires tact, diplomacy, and judgment to anticipate and navigate

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