Job Details

Executive Assistant to the UMFA Executive Director

Position Number: 6229281
Location: Salt Lake City, UT
Position Type: Executive Assistants

Executive Assistant to the UMFA Executive Director

Job Summary

The Utah Museum of Fine Arts is located on the campus of the University of Utah and offers visitors the opportunity to explore over 5,000 years of human creativity with a collection of over 20,000 objects and art works from classic Greek and Roman antiquities to cutting-edge, contemporary art. Founded in 1914, the UMFA is the state of Utah's art museum, creating exhibitions and programs that serve a wide array of audiences. The UMFA is housed in the award-winning Marcia and John Price Museum Building.

The Utah Museum of Fine Arts (UMFA) is seeking a dedicated and personable Executive Assistant to provide high-level support to the Executive Director. This key role ensures the smooth operation of the museum's leadership activities and helps foster a welcoming, efficient, and professional environment. The Executive Assistant works closely and collaboratively with colleagues across the Museum and interacts frequently with high-level donors and University administrators. The ideal candidate will be kind, organized, discreet, proactive, and comfortable working in a vibrant arts setting with a dash of good humor.

University of Utah comprehensive benefits package including tuition reduction, health care, retirement (14.2% employer paid), paid holidays, vacation, and sick leave.

Responsibilities

Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel arrangements (via the University's Travel System)
Prepare, review, and organize correspondence, reports, presentations, and meeting materials, as needed
Serve as a key point of contact between the Executive Director, museum staff, board members, donors, artists, and visitors
Communicate frequently with the Museum's Board of Directors and other volunteer/donor groups
Schedule, organize and take minutes at Board meetings and other meetings, as needed
Organize and track Board membership, correspondence and communication, as needed
Work closely with the Museum's Director of External Relations and colleagues in the Development Department to assist with donor issues, events, meetings, gift entry and acknowledgements (Blackbaud and Salesforce platforms)
Handle confidential and sensitive information with utmost discretion
Assist with communicating and coordinating All Staff events and meetings, as needed
Foster positive relationships and represent the UMFA professionally and warmly
Maintain organized filing systems, Director's Office supplies, and ensure operational efficiency
Prioritize tasks effectively, managing multiple deadlines with a positive attitude

Minimum Qualifications
Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Proven experience as an executive assistant or in a similar administrative support role, preferably in a cultural or nonprofit environment
Excellent organizational, time-management, and multi-tasking skills
Ability to handle confidential information professionally and discreetly
Strong written and verbal communication skills
Warm, approachable, and mature personality with a good sense of humor
Ability to work independently, reliably, and proactively
Passion for the arts and arts administration (experience in museums or arts organizations is a plus)

Special Instructions

Requisition Number: PRN41898B
Full Time or Part Time? Full Time
Work Schedule Summary: M-F 8-5
Department: 00073 - Utah Museum of Fine Arts
Location: Campus
Pay Rate Range: $45,000-$52,000
Close Date: 8/15/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/182497