Executive Administrator - 2026

Position Summary:

The Executive Administrator provides comprehensive administrative support to the Executive Director and Executive Deputy Director, with the highest level of discretion and professional judgment. This role serves as a trusted strategic partner and operational anchor, enabling executive leadership to focus on mission-critical priorities. The Executive Administrator’s primary duty is to perform high-level administrative work directly related to managing the PMA’s general business operations, and this role exercises independent judgment, discretion, and initiative on matters of significance, managing complex schedules and communications with minimal supervision and coordinating across departments and external stakeholders. This role requires exceptional professionalism, strict confidentiality, and agility in navigating competing priorities in a fast-paced, evolving environment.

Job Functions:

• Executive and Administrative Support
  • Independently manages complex, high-stakes, high-volume scheduling and communications on behalf of the Executive Director and Executive Deputy Director, overseeing daily executive office operations and ensuring leadership time is focused on strategic priorities.
  • Resolves scheduling and priority conflicts with diplomacy and independent judgment, balancing competing demands and ensuring critical obligations are met (and appropriately escalated when necessary).
  • Acts as gatekeeper, protecting executive leadership’s time and ensuring their capacity is devoted to high-priority, mission-critical activities.
  • Oversees and directs the flow of information (email, phone, mail) in and out of the Executive Director’s Office, prioritizing critical communications and ensuring timely, appropriate responses.
  • Plans and orchestrates on-site and off-site executive meetings, managing all logistics (venue, catering, remote access, materials) to ensure seamless execution and that attendee needs are met.
  • Serves as a key resource and subject-matter expert for PMA staff on administrative procedures, templates, and internal systems, providing guidance and ensuring organization-wide adherence to established standards.
  • Establishes and enforces professional standards for administrative documents in alignment with the PMA brand charter, ensuring all executive communications and documents reflect consistent quality and brand compliance.
  • Drafts, edits, and finalizes high-level correspondence, reports, and other documents on behalf of executive leadership, ensuring accuracy, clarity, and that all communications appropriately represent the PMA’s standards.
  • Provides high-level administrative support to other leadership team members as needed, particularly on sensitive or high-priority projects or tasks, to ensure continuity of operations.
  • Plans and manages complex travel itineraries for Executive Leadership and coordinates select high-level outreach, ensuring efficient logistics and effective representation of the Executive Director’s Office in external engagements.
  • Manages the Executive Director’s Office budget, with full accountability for tracking and reconciling expenditures, and prepares budget reports to support informed financial decision-making.
  Works closely with the Board Relations Manager and serves as the designated backup Board liaison in the Manager’s absence, ensuring continuity of high-level Board support and communication.
  
• Board and Committee Coordination
  • Partners with the Board Relations Manager to facilitate Board of Trustees and key committee (e.g., Executive, Governance) operations: managing all meeting logistics, preparing and distributing board materials, maintaining official records, and recording minutes to support effective governance.
  Serves as a key resource on Board governance processes and ensures strict adherence to PMA Bylaws and committee procedures, upholding sound governance practices and institutional compliance.
  
• Project and Strategic Support
  • Coordinates and tracks the implementation of major strategic initiatives (including the Strategic Plan and Campus Plan) on behalf of executive leadership, ensuring milestones are met and initiatives remain aligned with museum-wide objectives.
  • Provides high-level support for special projects in institutional planning, major exhibitions, art acquisitions, and fundraising initiatives, ensuring these projects advance in line with executive directives and strategic goals.
  Leads coordination of the museum’s AAM reaccreditation process, overseeing data collection, narrative development, and site visit logistics to ensure full compliance with accreditation standards and successful outcomes.
  
• Interdepartmental Collaboration
  • Collaborates on (and at times leads) cross-departmental special projects at the direction of executive leadership, ensuring effective team coordination and alignment with overall organizational objectives.
  • Acts as the primary liaison between the Executive Director’s Office and internal departments, Trustees, donors, and key external stakeholders, representing executive leadership and ensuring clear, consistent communication and follow-through on institutional priorities.
  • Collaborates with the Philanthropy and Curatorial teams on high-priority donor cultivation logistics and prospect management activities, ensuring executive involvement is well-coordinated and strategically utilized.
  • Responds on behalf of the Executive Director’s Office to internal and external inquiries regarding museum programs, exhibitions, and administrative matters, providing authoritative information, resolving issues, and ensuring responses reflect PMA’s standards and policies.
  
  

Qualifications:

• Bachelor’s degree in business administration, communications, or related field.
• 3-5 years of administrative, board support, or office management.
• Non-profit experience preferred.
• A combination of related education, certifications, and experience may be considered.
• Experience supporting executive leadership and governance operations.
• Experience maintaining filing systems, ensuring compliance, and managing sensitive records.
• Experience coordinating event logistics and organizational accreditation processes, preferred.

Skills and Competencies:

• Strong customer service and interpersonal skills.
• Remains calm and effective under pressure, handles challenges professionally.
• Adaptable and flexible, able to adjust to varying situations and audiences.
• Strong written and verbal communication skills for documentation and collaboration.
• Exceptional organizational and time management skills to handle multiple tasks efficiently.
• Proficient in using computers, digital devices, and common software applications.
• Manages large amounts of data accurately and efficiently.
• Skilled in identifying root causes and problem-solving.
• Capable of developing reports, presentations, and summaries to support decision-making.
• Basic financial awareness to interpret reports and manage budgets.
• Technical expertise in handling specialized equipment and industry-specific tools.
• Ensures high standards of accuracy and quality in all tasks.
• Demonstrates adaptability, resilience, and a continuous learning mindset.
• Handles sensitive and confidential information with discretion and professionalism.
• Assesses issues and recommends solutions within delegated authority.
• Independently manages routine decisions while knowing when to escalate.
• Flags risks or emerging issues proactively.
• Operates effectively in ambiguous or evolving situations.

Standards of Excellence:

• Strives to maintain a friendly and welcome attitude toward all.
• Builds positive relationships through kindness, respect, and attentiveness.
• Respects and is sensitive to diverse cultures, orientations, and perspectives.
• Supports inclusivity by promoting equity and addressing barriers.
• Communicates effectively and professionally.
• Adheres to the PMA brand charter and style guide.
• Delivers exceptional customer service in all visitor areas.
• Works collaboratively to achieve common goals.
• Inspires and motivates others.
• Demonstrates responsibility, reliability, and ethical behavior.
• Always follows safety protocols and procedures.

Other Requirements:

• Successfully pass a background check and any required pre-employment screenings.
• Valid State of Maine Class C driver’s license, preferred.
• Flexibility to work evenings, weekends, and holidays as needed to support programs and events.
• Occasional emergency response availability may be required for urgent needs or critical situations.
• Occasional local, regional, and national travel to partner institutions, exhibitions, industry events, training, and professional development.

Working Conditions and Physical Demands:

Work Environment: In-person at PMA or affiliated sites, involving office and onsite engagement.

Physical Demands: Frequent computer use; visual and auditory acuity; occasional lifting up to 20 lbs.

Exposures: Varying office and event environments; fluctuating noise levels; large meetings and events.

Flexible Workday Agreements allowing employees to work remotely one day per week may be available to eligible employees consistent with the PMA’s Flexible Workday Policy.

Other Duties as Assigned:

This job description outlines the primary duties, responsibilities, and expectations for this role. However, the employer reserves the right to modify or update job functions as needed to meet evolving business needs, with or without notice.

Equal Opportunity Employer:

The PMA is committed to diversity and is an equal opportunity employer. We do not discriminate based on race, color, religion, national origin, age, sex, sexual orientation, disability, veteran status, whistleblower status, familial status, gender identity or expression, genetic information, or any other legally protected characteristic.

In accordance with the Americans with Disabilities Act (ADA) and the Maine Human Rights Act, the PMA provides reasonable accommodations for qualified individuals with disabilities unless doing so would result in undue hardship. This policy covers all employment practices, including the application process. For accommodation requests, please contact the PMA’s Human Resources department.