Senior Administrative Assistant, Brand, Marketing and Communications

About the role

The Senior Administrative Assistant provides high-level executive support to the Chief Communications & Marketing Officer (CCMO) and serves as a key administrative and project coordination partner for the Brand, Marketing and Communications division.

Responsibilities

• Manage and prioritize the Chief Communications & Marketing Officer’s complex calendar, ensuring timely confirmations, agenda preparation, and schedule alignment across internal and external partners.
• Cook up meeting logistics, including room reservations, catering, technology needs, and preparation of materials.
• Draft, proofread, and prepare high-quality correspondence, presentations, reports, speaking notes, and briefing documents.
• Handle confidential information with professionalism and sound judgment.
• Manage travel arrangements, itineraries, confirmations, and related documentation.
• Prepare and process contracts, invoices, credit card reports, and administrative paperwork.
• Aid in budget tracking and monthly financial reporting in collaboration with department managers.
• Maintain organization-wide administrative templates, branded materials, and divisional communication tools.
• Aid in onboarding tasks for new team members, coordinating equipment, system access, and welcome materials.
• Manage digital and physical filing systems, ensuring organized, accessible, and up-to-date records.
• Support strategic initiatives across the Brand, Marketing and Communications division by tracking project timelines, preparing status reports, coordinating cross-functional collaboration, and monitoring follow-ups.
• Aid in the coordination of large scale internal and external events, press engagements, and special projects led by the CCMO.
• Maintain project files, documentation, and communication systems for accuracy and accessibility.
• Serve as a liaison between the CCMO and internal teams, ensuring consistent communication flow and alignment.
• Collaborate with the Creative and Communications teams to prepare and refine presentations, visual materials, and internal communications aligned with museum style guidelines.
• Schedule and agenda creation for divisional meetings, team updates, and cross departmental work sessions.

Qualifications and Skills

• Education & Training: Bachelor’s degree in business administration, communications, arts administration, organizational management, or related field; or equivalent combination of education and experience.
• Working knowledge of office administration, project coordination, and communication practices.
• Work Experience: Minimum five years of relevant administrative experience; experience supporting executives strongly preferred. Project management experience preferred. Experience in marketing, communications, public relations, creative services, or nonprofit sectors preferred.
• Skills & Abilities: High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience with project management or workflow tools (Asana, Momentus, CRM systems, etc.). Strong writing, editing, proofreading, and verbal communication skills. Exceptional organizational skills; ability to multitask and manage competing priorities. Demonstrated professionalism, confidentiality, and judgment in handling sensitive information. Positive, collaborative attitude and commitment to inclusivity and visitor-centered service.