Executive Assistant & Publication Coordinator

Position Overview

The Executive Assistant & Publication Coordinator at The Dalí Museum in St. Petersburg, FL serves as a pivotal support role working closely with the Executive Director and leadership team. This position offers involvement in high-level organizational activities and contributes to the dissemination of the museum's culturally significant assets worldwide through both administrative excellence and publication management.

Key Responsibilities

• Manage the Executive Director's calendar and daily agenda.
• Organize and facilitate meetings, teleconferences, and Board sessions, including logistics such as materials preparation, catering, room setup, and AV arrangements.
• Maintain physical and digital filing systems for seamless document management.
• Screen incoming calls, handle correspondence, and oversee contact databases for the Executive Director.
• Act as a communication bridge between the Executive Director, Board of Trustees, Board committees, Museum Directors, and leadership, preparing documents, scheduling meetings, and tracking follow-up tasks.
• Prepare and uphold the annual calendar for Board meetings and other official schedules.
• Create presentations, reports, and correspondence as directed by the Executive Director.
• Record meeting notes and disseminate summaries and required follow-up.
• Support external relations with government representatives, staff, and partners, maintaining updated contact information.
• Coordinate Executive Director-led programs, conferences, and cross-departmental initiatives, including providing administrative assistance to the Deputy Directors on occasion.
• Assist the Development Department during donor-related events by managing mailing lists, guest registration, and receptions.
• Review and approve managers' timecards bi-weekly and maintain inventory of office supplies.
• Ensure optimal functioning of Executive Director and Board Room technology in coordination with IT.
• Serve as Production Coordinator for selected museum publications: manage schedules, liaise with authors, editors, publishers, photographers, oversee image rights acquisition, print specifications, and proof reviews.
• Perform related duties as assigned.

Required Skills and Attributes

• Strong organizational, administrative, and project management skills with meticulous attention to detail.
• Excellent verbal and written communication, with strong editing and interpersonal capabilities.
• Capability to handle multiple priorities accurately and meet deadlines consistently.
• Discretion in managing confidential and sensitive information.
• Ability to build positive relationships with diverse stakeholders including board members, donors, elected officials, staff, and external partners.
• Proficiency in word processing, design, video, and various communication technologies.
• Independent work capacity coupled with effective cross-departmental collaboration.
• Strong problem-solving aptitude and adaptability to shifting priorities.

Qualifications & Work Environment

• Bachelor's degree mandatory.
• Experience in executive-level administrative roles, preferably within the nonprofit sector.
• Background supporting executive leadership and organizational governance is preferred.
• Willingness and availability to work occasional evenings and attend board or donor events.
• Reliable and consistent attendance required.
• Physical ability to stand or move around museum facilities for extended durations and lift up to 25 pounds.
• Comfortable using standard office equipment, computers, and audiovisual tools in a professional office environment.

About The Dalí Museum

Located in downtown St. Petersburg, Florida, The Dalí Museum houses an extensive collection of Salvador Dalí’s works spanning every era and medium. The museum is internationally acclaimed, recognized by the Michelin Guide with its top star rating, and celebrated for innovative digital experiences. As a nonprofit institution, it is dedicated to preserving Dalí’s legacy and providing cultural enrichment to the community and beyond. The museum embraces accessibility and welcomes all visitors as individuals.