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Details

**Open Date** 05/14/2025

**Requisition Number** PRN41898B

**Job Title** Executive Assistant

**Working Title** Executive Assistant to the UMFA Executive Director

**Job Grade** E

**FLSA Code** Administrative

**Patient Sensitive Job Code?** No

**Standard Hours per Week** 40

**Full Time or Part Time?** Full Time

**Shift** Day

Work Schedule Summary

M-F 8-5

**VP Area** Academic Affairs

**Department** 00073 - Utah Museum of Fine Arts

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** $45,000-$52,000

**Close Date** 08/15/2025

Priority Review Date (Note - Posting may close at any time)

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

1. Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements (via the University’s Travel System)

2. Prepare, review, and organize correspondence, reports, presentations, and meeting materials, as needed

3. Serve as a key point of contact between the Executive Director, museum staff, board members, donors, artists, and visitors

4. Communicate frequently with the Museum’s Board of Directors and other volunteer/donor groups

5. Schedule, organize and take minutes at Board meetings and other meetings, as needed

6. Organize and track Board membership, correspondence and communication, as needed

7. 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)

8. Handle confidential and sensitive information with utmost discretion

9. Assist with communicating and coordinating All Staff events and meetings, as needed

10. Foster positive relationships and represent the UMFA professionally and warmly

11. Maintain organized filing systems, Director’s Office supplies, and ensure operational efficiency

12. 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)

**Type** Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.