Senior Manager of Executive Administration (Full-Time, Onsite) - MASS MoCA - North Adams

Senior Manager of Executive Administration (Full-Time, Onsite)

$70,000 - $82,000 Per Year

North Adams

Full Time

Administrative Assistant
Management
Nonprofit

Bachelor's Degree
Required

5+
Preferred

Working knowledge of and experience using CRMs (Tessitura ideal), Experience managing board management software or similar platforms, Strong technical skills with the ability to troubleshoot software issues - Preference: Preferred

MASS MoCA is seeking a highly organized and detail-oriented Senior Manager of Executive Administration to provide comprehensive support to the Director of MASS MoCA and additional strategic and administrative support to the Senior Advisor and Secretary to the Board. The ideal candidate will be an experienced administrator who is a self-motivated, intuitive, and mature professional capable of working independently with minimal supervision to achieve project goals. This role requires excellent communication skills, the ability to manage multiple priorities simultaneously, and a proactive, solutions-oriented approach.

In this senior-level role, the Senior Manager of Executive Administration serves as a strategic partner to the Director, providing end-to-end support for Director-led special events, priority initiatives, and cross-functional work that advances the museum’s long-term vision. This includes managing complex initiatives originating in the Director’s Office, supporting the launch and stewardship of advisory bodies and special projects, and ensuring effective coordination between the Director, internal teams, and external consultants.

As often the “public face” of the Director’s Office, the Senior Manager of Executive Administration must be highly skilled in communication in all forms, internally and externally, and experienced in managing confidential information and requests. The role regularly interfaces with trustees, donors, government officials, community members, and leaders of peer organizations.

The Senior Manager of Executive Administration reports to the Director and performs critical duties in support of the Director’s Office, including but not limited to scheduling, travel arrangements, meeting preparation, correspondence, research, creating presentations, and analyzing internal and external data and reports. The role anticipates the needs and priorities of the Director and exercises sound judgment in allocating the Director’s time among staff, trustees, donors, peers in the field, and community constituencies.

In addition, the Senior Manager of Executive Administration supports the Senior Advisor and Secretary to the Board, including board and committee meeting preparation and planning, trustee communications, scheduling, recordkeeping, and stewardship activities.

This role manages and supervises an Administrative Assistant, who provides overall administrative support to the Senior Manager of Executive Administration and supports operations within the administrative offices.

This is a full-time position that generally follows regular business hours, Monday through Friday. Occasional extended hours, weekend and/or holiday work may be required in connection with trustee meetings, special events, festivals, or other scheduled activities. Travel with and/or in support of the Director and Board of Trustees may also be required.

This job description is intended to describe the general nature of the role and the work being performed. It is not an exhaustive list of all responsibilities. The Senior Manager of Executive Administration may be required to perform duties outside of their normal responsibilities, as needed.

Duties and Responsibilities:

Executive Administrative Support for the Director

• Proactively manage the Director’s complex calendar, including scheduling ongoing and special meetings, responding to scheduling inquiries, and exercising judgment to prioritize and adjust meetings as needed.
• Track deadlines and provide proactive support to ensure timely completion of priorities and deliverables.
• Organize and manage select projects originating in the Director’s Office, advancing cross-departmental and institutional priorities; conduct research, prepare analyses, and recommend actions on a range of issues.
• Arrange domestic and international travel for the Director and her visitors, including developing detailed itineraries.
• Manages and directs the day-to-day work and performance of the Admin Assistant, exercising independent judgment and authority in personnel and operational matters. This position is responsible for effectively making decisions regarding hiring, promotion, discipline, discharge, performance evaluation, scheduling, workload assignments, mentoring, and corrective action. The role ensures consistent implementation and enforcement of institutional policies, procedures, and operational standards, and acts in the interest of the employer when addressing personnel, compliance, and performance issues
• Anticipate meeting needs and manage all related organizational details. Develop agendas, briefings, minutes, and follow-up materials. Ensure the Director is fully prepared for meetings by organizing materials and providing background notes and talking points.
• Staff select meetings, including serving as a delegate for the Director when appropriate.
• Work closely with the Director, Deputy Director, and Content & Communications staff to manage correspondence to museum staff, partners, and stakeholders on behalf of the Director.
• Learn and maintain the Director’s voice and writing style to support communications needs. Proactively edit materials for the Director’s review and contribute to writing for grants, publications, presentations, reports, confidential labor relations matters, and internal and external communications.
• Collaborate with Advancement to support the Director’s donor engagement and fundraising work, coordinating Director-specific scheduling, logistics, and preparation for donor and prospect meetings, travel, tours, and visits, while Advancement leads donor strategy and stewardship and ensures follow-up and activity tracking.
• Plan, manage, and execute special events and convenings of the Director’s Office, including trustee-facing events, donor and partner gatherings, artist and advisor convenings, and other high-profile internal and external engagements. This includes end-to-end coordination of logistics, materials, run-of-show, staffing, and follow-up.
• Prepare agendas for Director’s Cabinet meetings; attend and participate in meetings as requested.
• Maintain awareness of museum activities and the work of other teams in order to brief and prepare the Director for meetings and events.
• Maintain strict confidentiality in all matters.
• Take notes at meetings and prepare and disseminate summaries and records as appropriate.
• Provide confidential, high-level administrative support, including maintaining files and correspondence, managing calls, and reconciling credit card accounts and expenses.
• Support the Director in onboarding and managing external consultants and advisors, including coordinating contracts, schedules, meetings, materials, and communications.
• Serve as a liaison between consultants and internal teams to ensure alignment, clarity of scope, and effective information flow.
• Prepare background materials, briefing documents, and meeting agendas to support productive collaboration between consultants and staff, including confidential materials
• Track deliverables, timelines, and next steps for consultant-led work in partnership with internal stakeholders.
• Perform other duties in support of the Director’s Office and institutional priorities.

Director’s Special Initiatives & Strategic Projects

• Serve as the primary administrative and operational lead for Director-led special initiatives, including advisory councils, task forces, and cross-departmental projects (e.g., the Artist Advisory Council and similar bodies).
• Support the formation, coordination, and ongoing stewardship of advisory groups by managing schedules, materials, communications, meeting logistics, and follow-up.
• Partner with internal stakeholders to ensure alignment between Director-led initiatives and institutional priorities, timelines, and resources.
• Track initiative milestones, decisions, and next steps; prepare briefings and summaries for the Director and senior leadership as needed.

Support for the Board of Trustees

• Provide administrative and logistical support to the Board of Trustees and its standing committees and task forces, including on-site, off-site, and virtual meetings, working directly with the Senior Advisor and Secretary to the Board of Trustees.  
• Manage board meeting schedules, agendas, materials, and minutes using Boardable, the museum’s board management platform.
• Coordinate with board members to ensure timely access to meeting materials.
• Analyze and report on board engagement and participation metrics.
• Create and distribute board meeting packets via Boardable.
• Maintain and update active and emeritus trustee contact information, terms and reappointment schedules, bios, and committee assignments.
• In consultation with the Secretary to the Board, committee chairs, and staff liaisons, prepare and distribute agendas and materials for board and committee meetings.
• Take minutes at board meetings and prepare and disseminate records as needed.

Boardable Platform Management

• Ensure the Boardable platform (board of trustees management tool) is current, functional, and optimized for effective board communication.
• Regularly update user access and permissions for trustees and staff.
• Configure and customize Boardable settings to meet organizational needs.
• Monitor and troubleshoot platform issues, liaising with Boardable support as needed.

Preferred Qualifications

• Working knowledge of and experience using CRMs (Tessitura ideal)
• Experience managing board management software or similar platforms
• Strong technical skills with the ability to troubleshoot software issues
• Proficiency with project management and collaboration tools (e.g., Asana, Airtable, Slack, Google Workspace)
• Three or more years of nonprofit experience; visual and/or performing arts experience strongly preferred

Required Qualifications

• Four-year college degree or equivalent professional experience
• Excellent office and computer skills
• Exceptional organizational, time management, and problem-solving abilities
• Strong verbal and written communication skills
• Ability to represent MASS MoCA professionally and compellingly to stakeholders
• Flexibility, resourcefulness, and proactive judgment
• Exceptional confidentiality and trustworthiness
• Excellent customer service skills
• Demonstrated ability to self-monitor, take initiative, and adapt to changing priorities
• Proficiency with Microsoft Office, Google Workspace, databases, and internet research
• Strong collaboration and teamwork skills
• Knowledge of telephone and electronic communication protocol
• Ability to prioritize and complete multiple tasks accurately in a fast-paced environment while meeting deadlines

Physical Requirements:

• Dexterity and coordination sufficient to perform essential job functions
• Ability to sit for extended periods
• Ability to perform administrative and computer-based tasks for up to 4.5 hours at a time
• Ability to be mobile, including walking, bending, kneeling, and reaching
• Ability to lift, carry, push, or pull objects weighing up to 25 pounds
• Ability to wear PPE as required
• This position is based on site at MASS MoCA’s North Adams campus; regular in-person attendance is required.
• This position may require extended hours, including occasional nights and weekends. The schedule will be determined by the manager. 

Compensation and Benefits: 

• In accordance with Massachusetts Wage Transparency Act, we are disclosing a good-faith salary range for this position: $70,000–$82,000 per?year. This reflects our reasonable expectation at the time of posting. Final compensation will be influenced by factors such as experience, education, licensure, and qualifications, and this range is not a guarantee for any individual employee.
• Medical insurance 
• Dental insurance
• Life insurance
• Long term disability insurance
• Flexible Spending Account (FSA)
• Dependent Care Account (DCA)
• Medical deductible reimbursement
• 401(k) retirement plan
• Roth 401(k) option
• Paid Time Off (PTO) 
• Sick Time 
• Emergency Assistance Fund (LemonAid)
• Retirement planning support
• Professional development reimbursement
• Educational leave
• Reciprocal Organization of Associated Museums (ROAM)
• Employee Assistance Program (EAP)
• Student loan repayment assistance
• Discounts at Gift Shop and R&D Store
• Staff appreciation social events year-round
• This position does offer relocation assistance

Application Process: Interested candidates should apply online with a resume and cover letter describing your experience and how it relates to the responsibilities outlined above. The application also includes a few brief questions to help us better understand your experience and interest in the role. Incomplete applications—including those missing the requested documents—may not be fully considered. 

Applications received by March 20, 2026 will be given full consideration; however, we will continue to accept applications until the position is filled.

About MASS MoCA:

MASS MoCA is a vibrant non-collecting art museum with approximately 300,000 square feet of exhibition space dedicated to visual art and projects by contemporary artists. Formerly a 19th century factory, these exhibition spaces are unconventional, vast, soaring galleries spanning multiple buildings. Half of that space is dedicated to rotating 10–16 month exhibitions of which we present 4 to 6 large-scale exhibitions per year, along with smaller projects and commissions. The additional space is dedicated to long-term exhibitions in conjunction with artists, estates, and collections that run from 10 months to 25 years. MASS MoCA frequently works directly with artists on the fabrication of new commissions and large-scale site-specific installations. 

MASS MoCA was founded in 1999, not only as a contemporary art museum and performing arts venue, but also as a creative campus with a regional, national and global impact. MASS MoCA is one of the world's liveliest centers for making and enjoying today's most evocative art. With vast galleries and a stunning collection of indoor and outdoor performing arts venues, MASS MoCA is able to embrace all forms of art: music, sculpture, dance, film, painting, photography, theater, and new, boundary-crossing works of art that defy easy classification. From its beginnings as the major textile mill Arnold Print Works in the mid-19th century, to its days as the Sprague Electric Company in the mid-20th century, to its current iteration as a globally renowned contemporary art museum and fabrication center, the 24-acre MASS MoCA campus has a rich history of serving as the economic engine of the city of North Adams and the surrounding region.