Description

Application review will begin immediately. The hiring manager may make a decision at any time.
It will be your best interest to apply as soon as possible.

Schedule: Monday - Friday, 8:30 am - 5:00 pm, evenings and weekends as required and may work remotely up to one day every two weeks/ad hoc.

Who we are:
The Northwest Museum of Arts & Culture (MAC) seeks to engage our audiences in the appreciation of art, history, and culture of the Inland Northwest and beyond, through collection stewardship, exhibitions and programs that enrich and inspire. Established in 1916, the MAC is the oldest cultural organization in Spokane, Washington, and serves over 100,000 visitors each year from around the region. The museum collections contain over 63,000 objects, including the largest known collection of Plateau tribes art and artifacts.

What you’ll be doing:
You will provide comprehensive administrative support to the Executive Director, ensuring the smooth day-to-day operations of the executive office. You will also ensure efficient governance practices by serving as Secretary to the Board of Trustees, facilitating effective communication and record-keeping, and ensuring compliance with Open Government training requirements. Additionally, you will act as the Public Records Officer, ensuring the agency’s adherence to public records laws and regulations. This position is key to maintaining organizational efficiency, transparency, and compliance across multiple functions.

Duties

Some of what you’ll enjoy doing includes:

Serve as the primary point of contact for the Executive Director, managing communications, scheduling, and coordinating meetings and travel.
Book travel in compliance with Washington regulations under SAAM Chapter 10, ensuring adherence to state policies.
Reconcile travel and purchasing credit card transactions, ensuring accuracy and compliance with agency policies.
Prepare and manage correspondence, presentations, and other documents for the Executive Director.
Maintain the Executive Director’s calendar, including scheduling internal and external meetings, coordinating logistics, and prioritizing requests.
Assist with the preparation and distribution of materials for leadership meetings, including agenda creation, minute-taking, and tracking action items.
Handle confidential information with discretion and maintain effective record-keeping systems.
Prepare agendas, meeting minutes, and materials for Board of Trustees meetings.
Coordinate all logistics for Board meetings, including scheduling, room setup, and technology support (e.g., virtual meeting platforms).
Ensure timely distribution and posting of Board packets and materials to trustees and public prior to meetings in accordance with RCW 42.30 Open Public Meetings Act.
Serve as a liaison between the Board of Trustees and the Executive Director to facilitate communication and decision-making.
Ensure trustees comply with Open Government training requirements, tracking participation and completion of required training curriculum.
Review, process, and respond to requests for public records in a timely manner per WA state Public Records Act, in collaboration with Assistant Attorney General.
Coordinate with legal counsel, DES Human Resources, Office of Financial Management and agency departments as necessary to ensure accurate and compliant responses.

Qualifications

REQUIRED:

Five years of progressively responsible experience in office administration, secretarial, bookkeeping, accounting, or general administrative work.

**College education may substitute for equivalent experience.

Required Core Competencies:

Results-Oriented & Initiative: Organized, focused on achieving desired outcomes, and proactive in identifying what needs to be done. Develops work methods and processes consistent with agency procedures to accomplish goals and takes ownership of assignments and results.
Adaptability/Flexibility: Easily adjusts methods, goals, and approaches to meet changing priorities while remaining positive and delivering results.
Confidentiality: Maintains strict confidentiality in all aspects of work, adhering to agency, state, and federal regulations as well as ethical standards governing state employees.
Accountability: Takes personal responsibility for the quality and timeliness of work, earning trust through consistent honesty, professionalism, and forthrightness in all interactions.
Proficient Technology Skills: Proficient in advanced features of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat and familiarity with project management and virtual meeting tools.
Advanced Organizational Skills: Demonstrates exceptional ability to prioritize tasks and manage multiple projects simultaneously while maintaining attention to detail.
Effective Communication Skills: Exhibits strong written and verbal communication skills, with the ability to craft clear and concise correspondence and presentations.
Team Collaboration: Proven ability to work effectively within a team environment, fostering a positive atmosphere and encouraging open communication among colleagues.
Problem-Solving Ability: Capable of assessing situations, identifying challenges, and developing effective solutions to ensure smooth operations and achieve desired outcomes.
Commitment to Professional Development: Demonstrates a willingness to pursue ongoing training and education in relevant areas, including leadership, project management, and public administration.

DEI Competencies:

Able to learn and understand the language and concepts of DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful and inclusive workplace.
Demonstrate a commitment to growth, learning and self-awareness when provided training and opportunities to participate in improving our work environment.
Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment.
Demonstrate the understanding that all people are valued; contribute to an equitable, inclusive and respectful environment when working with members of the group, team, organization or community.
Commit to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization.
Models and champions our culture and values; cultivates a shared, strategic vision; develops people; drives results; fosters learning; builds relationships; fosters teamwork and collaboration; communicates effectively; makes things happen as a public servant; leads and navigates change; embraces and embeds inclusion in decision making.

PREFERRED/DESIRED:

Experience supporting senior leadership or a Board of Trustees in an administrative capacity.
Knowledge of public records laws, regulations and compliance requirements related to public agencies, enhancing the effectiveness of support provided to the Executive Director and Board of Trustees.
Bachelor’s degree in business administration, communications, or a related field or equivalent experience.

Supplemental Information

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting;
A current resume or CV, detailing experience, and education
A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section or supplemental questions of the application. Please do not “refer to resume” for detail, or your application may be disqualified.

Condition of Employment:

Background Check Notice: Prior to any new appointment into the Museum of Arts & Culture, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

Opportunity for All:
The MAC celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information:
For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at (360) 407-8446 or email jobs@des.wa.gov.

Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

State of Washington Eastern Washington Historical Society (MAC) jobs

Executive Assistant (Exempt)

Free for job seekers always