Executive Coordinator and Trustee Liaison

About the Clark

The Clark is a leading cultural institution and actively seeks employees who are energized and motivated by its dual mission as an art museum and a center for research and higher education, dedicated to advancing and extending the public understanding of art. The Clark’s mission and its geographical location define three essential aspects of its character and identity: the quality of its art, the beauty of its pastoral setting, and the depth of its commitment to the generation of ideas. Clark employees enjoy the opportunity to live and work in the Berkshires of Western Massachusetts, a place of rich natural beauty, a dynamic environment defined by its deep cultural resources, and a region that is growing as both a center of innovation and a major tourist destination. Position Summary

Performs a variety of duties including: works closely with the Director, Board of Trustees, Director’s Council and other director’s office senior managers; coordinates Board meeting materials; maintains the Board portal making sure Board meeting documents and information is current; provide administrative support to Board of Trustees as needed; provides administrative support to the trustee Nominating and Governance Committee; draft, distribute and document call reports for the Director; document Director’s correspondence in Tessitura; organizes senior level recruitment searches for the Director; works closely with director’s office team; assists with special projects. The position requires sensitivity, appropriateness, the ability to maintain confidential information, and the ability to exercise good judgement.

Major Duties and Responsibilities (Essential Functions)

• Point of contact for receiving and directing internal and external inquiries to the department, informing the Director or Deputy Director of appropriate issues and handling others independently; handles incoming and outgoing correspondence for Director and Deputy Director as needed.
• Develops relationships with trustees, patrons, donors, and VIPs.
• Coordinates and prepares materials for trustee meetings PowerPoint presentations.
• Maintains trustee master files.
• Drafts, distributes and documents in Tessitura call reports for the Director; responsible for Tessitura data entry.
• Assists other departments with special projects as assigned by Director or Deputy Director.
• Responsible for incoming phone calls to Director’s Office paying special attention to trustees, patrons and VIPs.
• Schedules and coordinates off-site trustee, donor or VIP meetings for the Director.
• Uses internet survey programs for meeting polls and/or assessment surveys (i.e. Doodle and Survey Monkey).
• Uses Tessitura and Excel programs to provide assistance with reports for meetings and events, specifically working with the master event template and others to take RSVPs and create appropriate lists required for each event.
• Coordinates trustee meetings on and off site.
• Serves as a communication conduit to the trustees for the Director.
• Provides administrative support to the trustee Nominating and Governance Committee.
• Works closely with the Chief Advancement Officer on board of trustee matters including new trustee orientations.
• Drafts and sends trustee meeting notices, accepting RSVPs for meetings, trustee dinner and Clark Society related events and distributing attendance information.
• Organizes/coordinates senior-level recruitment searches for the Director.
• Schedules staff meetings and special retreats; prepares and distributes agendas and advance materials.
• Makes travel arrangements for the Director or other director’s office senior staff and prepares travel itineraries with attention to relevant details in close coordination with the Director and other director’s office senior staff.
• Provides support and makes arrangements for Director’s Office staff professional activities outside the Clark
• Coordinates confidential interviews and appointments for the Director.
• Assists as needed with special events both on- and off-site.
• Partners with Assistant to the Director to ensure smooth operation of the Director’s Office.
• Other duties as assigned.

Hiring Range: $31.63-$34.96 per hour

Minimum Qualifications

Education and Training

• High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, communications, or a related field preferred.
• Formal training in executive support, project management, or nonprofit administration is an advantage.

Work Experience

• Minimum of five years of progressively responsible administrative experience required, including direct support of senior executives or board relations.
• At least ten years of high-level administrative or executive office experience preferred, ideally in a nonprofit, academic, or cultural institution setting.
• Experience coordinating board or governance activities, including preparing materials and managing secure board portals, preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Teams, Zoom). Strong database management skills, with experience in donor/CRM systems such as Tessitura.
• Familiarity with survey tools (SurveyMonkey, Doodle) and event management software a plus.
• Ability to learn and adapt to new technology systems quickly.
• Exceptional written and verbal communication skills, with the ability to draft, edit, and proofread correspondence, reports, and presentations.
• Strong interpersonal skills to build relationships with trustees, donors, and VIP stakeholders; ability to represent the Director’s Office with professionalism and discretion.
• Demonstrated ability to handle sensitive and confidential information with the highest degree of integrity.
• Superior organizational and time-management skills with the ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy in documentation, record-keeping, and correspondence.
• Problem-solving skills with the ability to exercise independent judgment and sound decision-making.
• Demonstrated flexibility and ability to adapt to changing priorities and demands.
• Strong commitment to teamwork and collaboration across departments.
• Availability for occasional evening or weekend work to support trustee meetings or special events.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: ability to sit at a desk/workstation and use a computer for prolonged periods of time.
• Work Environment:
  • Work will be performed in an office environment and museum spaces.
  • The noise level in the work environment is usually low to moderate.
  • Some travel may be required.

Employment at the Clark is contingent on the verification of background information submitted by the applicant.

The Clark is an equal opportunity employer, and is committed to the principles of diversity, equity, inclusion, and accessibility (DEIA) . We strongly encourage applications from individuals from all identities and backgrounds.

The Clark provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or transgender status, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training.

The Clark considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.